2012 Sep 18 - CC PACKETAGENDA
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed
agenda items. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent, if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 18, 2012 — 5:00 PM
5:00 P.M. SESSION
CALL TO ORDER
ROLL CALL
PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250.
SPECIAL ORDER OF BUSINESS:
1. Interview of candidates and potential appointments to the Investment Advisory
Committee and the Environmental Committee (Note: the interviews will
commence at approximately 5:OOp.m. and take place in the West Conference
Room in City Hall
CLOSED SESSION:
The City Council may move into a closed session pursuant to applicable law, including
the Brown Act (Government Code Section §54960, et sue.) for the purposes of
conferring with the City's Real Property Negotiator; and /or conferring with the City
Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor
Negotiators; as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(a) -2- matter
1. City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279
2. Willmore vs. City of El Segundo, LASC Case No. YC067196
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- matter.
Initiation of litigation pursuant to Government Code §54956.9(c): -2- matter.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) —0- matter
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -1-
matters
1. Represented Group: Supervisory and Professional Employees Association
(SPEA)
Negotiator: Greg Carpenter, City Manager
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CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -1-
matters
1. Sale or Lease of City Owned Property (Price and Terms):
Real Property: City owned parking lot at Corner of Main Street and Grand
Avenue (Assessor Parcel Number: 4135 -003 -901)
City's Negotiator: Greg Carpenter, City Manager
AGENDA
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed
agenda items. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet, are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 18, 2012 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER
INVOCATION — Tracy Weaver, City Clerk
PLEDGE OF ALLEGIANCE — Council Member Atkinson
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PRESENTATIONS
a. Proclamation — Commending the El Segundo Kiwanis Club for sponsoring and
organizing the 36th Annual Richmond Street Fair on September 22, 2012.
ROLL CALL
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 ormore to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to
take action on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the
Agenda by title only.
Recommendation — Approval.
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
Consideration and possible action (Continued Public Hearing) regarding
the Fiscal Year 2012 -2013 Budget (including all City Revenues and
Expenditures), and Adoption of Resolution approving and adopting the
2012 -2013 Final Operating Budget as amended and Adopting the
Appropriation Limit for Fiscal Year 2012 -2013. (Copies of the Fiscal Year
2012 -2013 Preliminary Budget can be found in the Library, City Clerk's
office, and on the City's website.)
(Fiscal Impact $116,706,800 in total appropriations; Revenues of
$103,300,650 and prior year designations of $13,406,150)
Recommendation — 1) Continue Public Hearing and receive public testimony.
Adopt the Resolution approving and adopting the Fiscal Year 2012 -2013
Operating Budget and Appropriation Limit; 2) Incorporate "Exhibit A Fiscal Year
2012 -2013 Change List of Budget Revisions in all Funds" into the Adopted
Budget and transfer any fiscal year 2011 -2012 General Fund savings into the
Economic Uncertainty Fund in fiscal year 2012 -2013 once the fiscal year 2011-
2012 audit is complete: 3) Approve the Principal Civil Engineer Position for the
Water and Wastewater Fund; 4) Adopt the Resolution approving and adopting
the 2012 -2013 Final Operating Budget and Adopting the Appropriation Limit for
Fiscal Year 2012 -2013, as presented; 5) Alternatively, discuss and take other
action related to this item.
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C. UNFINISHED BUSINESS
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
2. Consideration and possible action to announce the appointments to the
Investment Advisory Committee and Environmental Committee.
(Fiscal Impact: None)
Recommendation — 1) Announce the appointees to the Investment Advisory
Committee and the Environmental Committee, if any; 2) Alternatively, discuss
and take other action related to this item.
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for
discussion of an item is made, the item(s) will be considered individually under the next heading of
business.
3. Warrant Numbers 2589055 - 2589229 on Register No. 23 in the total amount
of $899,083.59 and Wire Transfers from 8/17/12 through 8/30/12 in the total
amount of $850,387.36.
Recommendation — Approve Warrant Demand Register and authorize staff to
release. Ratify Payroll and Employee Benefit checks; checks released early due
to contracts or agreement; emergency disbursements and /or adjustments; and
wire transfers.
4. Regular City Council Meeting Minutes of September 4, 2012 and Special
Meeting Minutes of September 4, 2012.
Recommendation — Approval.
5. Consideration and possible action to waive the bidding process per El
Segundo Municipal Code § 1 -7 -10 and authorize the purchase of mobile
data computers and associated accessories to be installed on El Segundo
Fire Department emergency vehicles.
(Fiscal Impact: $59,172.66)
Recommendation — 1) Authorize the purchase of mobile data computers and
associated accessories to be installed on El Segundo Fire Department
emergency vehicles; 2) Alternatively, discuss and take other action related to this
item.
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6. Consideration and possible action regarding approval of the Amended and
Restated Joint Use Agreement between the City of El Segundo and the El
Segundo Unified School District for a term of ten (10) years, the Agreement
between the City of El Segundo and the El Segundo Unified School District
for Joint Use of Video Studio and Equipment for a term of fifteen (15) years,
and the First Amendment to MOU between the City of El Segundo and the
El Segundo Unified School District for Library Services for a term of ten
(10) years.
(Fiscal Impact: $330,000 annually from General Fund; $718,120 annually for
various in -kind services)
Recommendation: - 1) Approve the Amended and Restated Joint Use Agreement
between the City of El Segundo and the El Segundo Unified School District for a
term of ten (10) years, the Agreement between the City of El Segundo and the El
Segundo Unified School District for Joint Use of Video Studio and Equipment for
a term of fifteen (15) years, and the First Amendment to MOU between the City
of El Segundo and the El Segundo Unified School District for Library Services for
a term of ten (10) years; 2) Alternatively, discuss and take other action related to
this item.
7. Consideration and possible action regarding approval of ongoing
agreements and blanket purchase orders for FY 2012 -2013 in excess of
$25,000 for various departments; and possible action to waive the formal
bidding process and authorize the continued purchase of various goods
and services as described below.
(Fiscal Impact: General Fund $2,089,754; Assets Forfeiture Fund $13,000;
Prop A Fund $30,000; Water Fund $136,500; Sewer Fund $88,000; Golf
Course Fund $108,000; Workers' Compensation Fund $95,365)
Recommendation — 1) Authorize the City Manager to execute an amendment to
Agreement No. 4095, in a form approved by the City Attorney, with EK & EK to
(a) substitute MWW Group with EK & EK; (b) extend the term of the agreement
to September 30, 2013; (c) authorizes payment for services up to $75,000 in FY
2012 -2013 (General Fund); 2) Authorize the City Manager to extend ongoing
service agreement with Baker & Taylor Information Services for supplying books
and other library materials, and issuance of blanket purchase order not to exceed
$70,000 in FY 2012 -2013 (General Fund); 3) Authorize the City Manager to
extend contract #2235 to Innovative Interfaces, Inc., for library computer network
system maintenance and issuance of blanket purchase order not to exceed
$30,000 in FY 2012 -2013 (General Fund); 4) Authorize the City Manager to
extend ongoing service agreement with J. Lee Engineering to provide plan check
and inspection consulting services for the Building and Safety Division not to
exceed $150,000 in FY 2012 -2013 (General Fund); 5) Authorize the City
Manager to extend ongoing service agreement with JAS to provide plan check
and inspection consulting services for the Building and Safety Division not to
exceed $100,000 in FY 2012 -2013 (General Fund); 6) Authorize the City
Manager to extend ongoing service agreement with Scanning Services
Corporation; scans and inputs data into the City's document imaging system not
to exceed $25,000 in FY 2012 -2013 (General Fund); 7) Authorize the City
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Manager to extend ongoing service agreement with Willdan Engineering
Services to provide professional planning consulting and engineering services to
the City not to exceed $70,000 in FY 2012 -2013 (General Fund); 8) Authorize
the City Manager to extend ongoing service agreement with U.S. HealthWorks to
provide an extremely cost effective method of delivery of pre - employment and
occupational medical services not to exceed $45,000 in FY 2012 -2013 (General
Fund); 9) Authorize the City Manager to extend ongoing service agreement with
Westchester Medical Group /Center for Heart and Health to provide annual safety
employees fitness for duty and executive physical examinations not to exceed
$70,000 in FY 2012 -2013 (General Fund); 10) Authorize the City Manager to
extend ongoing service agreement with York Risk Services Group to administer
workers' compensation claims not to exceed $95,365 in FY 2012 -2013 (Workers'
Compensation Fund); 11) Authorize the El Segundo Fire Department to waive
the bidding process per El Segundo Municipal Code §1 -7 -10 to purchase medical
and pharmaceutical supplies, and piggyback on the City of El Cajon's Bound
Tree Medical, Inc. ( "Bound Tree ") Bid #005 -12, and authorize issuance of a
blanket purchase order to Bound Tree for medical and pharmaceutical supplies
not to exceed $26,000 in FY 2012 -2013 (General Fund); 12) Authorize the
issuance of a blanket purchase order to UCLA Center for Pre - Hospital Care for
continuing education, defibrillation training and AED program oversight not to
exceed $32,600 in FY 2012 -2013 (General Fund); 13) Authorize the City
Manager to execute a one -year contract with All Cities Management Company
to provide crossing guard services for the El Segundo School District not to
exceed $80,000 in FY 2012 -2013 (General Fund); 14) Authorize the issuance of
a blanket purchase order to Mayer Hoffman McCann PC (Agreement #3866) for
auditing services not to exceed $55,910 in FY 2012 -2013 (General Fund); 15)
Authorize all El Segundo City Departments to waive the bidding process per El
Segundo Municipal Code § 1 -7 -10 to purchase maintenance /repair operating
supplies, and industrial supplies, and piggyback on U.S. Communities
Government Purchasing Alliance Contract # 11019 -RFP awarded to Home Depot
U.S.A. Inc., and authorize issuance of a citywide open purchase order to Home
Depot for maintenance /repair operating supplies, and industrial supplies, under
the agreement not to exceed $25,000 in FY 2012 -2013 (General Fund); 16)
Authorize all El Segundo City Departments to waive the bidding process per El
Segundo Municipal Code § 1 -7 -10 to purchase office supplies, related products
and off -site office services, and piggyback on The Cooperative Purchasing
Network (TCPN) Contract # R5023 awarded to Office Depot, and authorize
issuance of a citywide open purchase order to Office Depot for office supplies,
related products and off -site office services under the agreement not to exceed
$60,000 in FY 2012 -2013 (General Fund); 17) Authorize the issuance of a
blanket purchase order to Main Street Management for leasing of office space for
Residential Sound Insulation (RSI) program. The annual lease payment is not to
exceed $33,000 in FY 2012 -2013 (General Fund); 18) Authorize the issuance of
a blanket purchase order to 612 Twin Holdings, LLC for parking garage annual
lease. The annual lease payment is not to exceed $260,000 in FY 2012 -2013
(General Fund); 19) Authorize the issuance of a blanket purchase order to Lane
Donovan Partners, LLC (Agreement #3399) to provide management services for
The Lakes Golf Course for an amount not to exceed $108,000 in FY 2012 -2013
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(Golf Course Fund); 20) Authorize the issuance of a blanket purchase order to
TruGreen Landcare (Agreement #4096) to provide weekly landscape services for
an amount not to exceed $153,504 in FY 2012 -2013 (General Fund); 21)
Authorize the City Manager to extend ongoing tree maintenance services
agreement with Great Scott Tree Service Inc. (Agreement #3476) for services not
to exceed $70,000 in FY 2012 -2013 (General Fund); 22) Authorize staff to
continue to purchase gasoline and diesel fuel for City vehicles and equipment
through the use of spot market purchasing in an amount not to exceed $315,000
(Various); 23) Authorize the issuance of a blanket purchase order to Metron
Farnier & Actaris in an amount not to exceed $100,000 in total for the purchase
of single jet water meters for the City's water system in FY 2012 -2013 (Water
Enterprise Fund); 24) Authorize the issuance of a blanket purchase order to Blue
Diamond Materials, a division of Sully Miller Contracting Company in an amount
not to exceed $30,000 for the purchase of asphalt paving materials for Street
Maintenance Division projects in FY 2012 -2013 (General Fund); 25) Authorize
the issuance of a blanket purchase order to Flo- Systems, Inc. in an amount not
to exceed $75,000 for ongoing repair and maintenance of the City's sewer and
storm water stations in FY 2012 -2013 (Sewer Fund); 26) Authorize the City
Manager to extend ongoing custodial services agreement with Bell Building
Services (Agreement #3898) and issuance of blanket purchase order not to
exceed $66,540 in FY 2012 -2013 (General Fund); 27) Authorize the issuance of
a blanket purchase order to Infosend, Inc. (Agreement #4203) to provide water
utility bill print and mail services for an amount not to exceed $27,500 in FY
2012 -2013 (Water Funds); 28) Authorize the City Manager to extend the ongoing
professional service Agreement (4269) with Aerotek for providing temporary
staffing service for the Public Works Department not to exceed $50,000 in FY
2012 -2013 (General Fund); 29) Authorize the City Manager to execute a one -
year contract with the Society for the Prevention of Cruelty to Animals Los
Angeles for animal sheltering services, not to exceed $28,200 in FY 2012 -2013
(General Fund); 30) Authorize the City Manager to execute a one -year contract
with Duncan Solutions (formerly Enforcement Technology Inc.) for processing of
parking citations /collections, not to exceed $77,000 in FY 2012 -2013 (General
Fund); 31) Authorize the City Manager to execute a one -year contract
amendment and /or purchase order with Tyler Technologies who provide financial
software to manage the City's General Ledger, Accounts Receivable, Accounts
Payable, Payroll, and Human Resources. This item is for annual licensing,
maintenance, and support of these systems not to exceed $36,000 in FY 2012-
2013 (General Fund); 32) Authorize the City Manager to extend ongoing 3 -year
contract for an additional 3 -years (per existing contract) to provide uniforms &
equipment to police personnel, not to exceed $60,000 in FY 2012 -2013 (General
Fund); 33) Authorize the City Manager to purchase broadband airtime for ESPD
(via their GPS /AVL). Not to exceed $25,000 in FY 2012 -2013 (General Fund);
34) Authorize the City Manager to execute a one -year contract with Active
Network for the purpose of a city -wide Class Casher & Scheduling System. Not
to exceed $36,000 in FY 2012 -2013 (General Fund).
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8. Consideration and possible action regarding Adoption of the Resolutions
updating the employer's contribution under the Public Employees' Medical
and Hospital Care Act for the El Segundo Fire Fighters' Association, and
the El Segundo Police Officers' Association.
(Fiscal Impact Active Employees $53,000.00; Retirees $19,000.00)
Recommendation — 1) Adopt the attached resolutions; 2) Alternatively, discuss
and take other action related to this item.
9. Consideration and possible action regarding 1) Approval of class
specifications and 2) Adoption of a Resolution providing for the
implementation of job classification and salary changes in the Fiscal Year
2012 -2013 Operating Budget.
(Fiscal Impact: 0)
Recommendation — 1) Approve the proposed Class Specifications for new and
re- titled classes of Deputy City Clerk I, Deputy City Clerk II, Human Resources
Assistant, and Senior Human Resources Analyst; 2) Adopt the Resolution
establishing the Basic Monthly Salary Range for the job classifications of Deputy
City Clerk I, Deputy City Clerk II, Human Resources Assistant, and Senior
Human Resources Analyst; 3) Approve elimination of the Records Technician
(City Clerk) classification; 4) Approve the Examination Plans for Deputy City
Clerk I, Deputy City Clerk II, Human Resources Assistant, and Senior Human
Resources Analyst; 5) Alternatively, discuss and take other action related to this
item.
10. Consideration and possible action regarding 1)Adoption of a Resolution
providing for salary and benefit changes to Chapter 1A2, Management -
Confidential Series, of the El Segundo Administrative Code and 2)
Adoption of Resolutions for CalPERS Employer Paid Member Contributions
(EPMC) for Miscellaneous Executives, Safety Executives, and Fire
Management.
(Fiscal Impact: Item 1 $38,528 reduction in OPEB costs and Item 2 there is
no fiscal impact).
Recommendation — 1) Adopt the Resolution amending Chapter 1A2 of the El
Segundo Administrative Code; 2) Adopt the Resolutions for Employer Paid
Member Contributions; 3) Alternatively discuss and take other action related to
this item.
11. Consideration and possible action to lease 953 acre -ft of ground water
pumping rights for two years to Golden State Water Company.
(Fiscal Impact: $133,420.00 revenue to the Water Enterprise Fund)
Recommendation — 1) Authorize the Mayor to execute a lease agreement with
Golden State Water Company in a form approved by the City Attorney; 2)
Alternatively, discuss and take other action related to this item.
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12. Consideration and possible action regarding acceptance of Maryland Street
Improvement Project. Project No.: PW 11 -02.
(Fiscal Impact: $155,325.00)
Recommendation — 1) Accept the project as complete and authorize the City
Clerk to File a Notice of Completion in the County Recorder's Office; or 2)
Alternatively, discuss and take other action related to this item.
13.A Status Report on the City's Residential Sound Insulation (RSI) Program,
discussion of the possible sale of the City's RSI demonstration home at 910
Hillcrest Street, and consideration and possible action to adopt policy
changes to the City's Residential Sound Insulation (RSI) Program.
(Fiscal Impact: policy changes may result in lower pricing on future
_contractor bids). _
Recommendation — 1) Authorize staff to contact Los Angeles World Airports
(LAWA) and Federal Aviation Administration (FAA) to request authorization to
reinvest proceeds from the sale of the City's demonstration home when the City
decides to sell the house; 2) Adopt policy changes detailed in this staff report;
and /or; 3) Alternatively discuss and take other action related to this item.
14. Consideration and possible action regarding authorizing the recording of
the Notice of Completion and authorizing the City Manager to accept
completion of work for 40 homes related to the City's Residential Sound
Insulation Program's Group 41 (Project No. RSI 11 -06).
final Contract Amount: $1,465,966.36)
Recommendation — 1) Authorize the City Clerk to file the City's Planning and
Building Safety Director's Notice of Completion in the County Recorder's Office;
2) Authorize the City Manager, or designee, to close out Project No. RSI 11 -06;
and /or 3) Alternatively discuss and take other action related to this item.
15. Consideration and possible action regarding to amend the contract with
Bucknam Infrastructure Group, Inc. for expanded pavement condition
survey services.
(Fiscal Impact: $9,375.00)
Recommendation — 1) Authorize the City Manager to execute an amendment, in
a form approved by the City Attorney, with Bucknam Infrastructure Group, Inc. to
expand the scope of work, extend the term, and increase the contract amount by
$9,375.00 for expanded pavement condition survey services; 2) Alternatively,
discuss and take other action related to this item.
CALL ITEMS FROM CONSENT AGENDA
F. NEW BUSINESS
G. REPORTS — CITY MANAGER
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H. REPORTS — CITY ATTORNEY
I. REPORTS — CITY CLERK
J. REPORTS — CITY TREASURER
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fellhauer -
Council Member Atkinson —
16. Consideration and possible action regarding the recommendation to create
an exploratory Task Force to undergo an analysis of the existing fee
schedule, pricing policies and cost - recovery models for the programs and
services provided by the Department of Recreation and Parks.
(Fiscal Impact: None) _
Recommendation — 1) Direct Staff to initiate the creation of a Task Force for the
above mentioned purpose; 2) Select two members of the City Council to
participate in the Task Force; 3) Alternatively, discuss and take other action
related to this item.
Council Member Fisher —
Mayor Pro Tern Fuentes —
Mayor Jacobson
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have receive value of $50 or more to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to
take action on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
MEMORIALS —
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CLOSED SESSION
The City Council may move into a closed session pursuant to applicable lava, including the Brown Act
(Government Code Section §54960,.2t sea.) for the purposes of conferring with the City's Real Property
Negotiator; and/or conferring with the City Attorney on potential and /or existing litigation; andlor
discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with
the City's Labor Negotiators.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT
POSTED:
DATE: Ct — I — 1
TIME: (9 - Lt S IV w�
NAME:
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rortamatt"On Citp of el *epnbo, California
WHEREAS, The 36th Annual Richmond Street Fair is proudly sponsored and
organized by the El Segundo Kiwanis Club as a club fundraiser for local
scholarships and projects for the youth of El Segundo; and
WHEREAS, The Annual Richmond Street Fair provides high school student groups,
civic clubs, and non -profit organizations an opportunity to promote their
associations and to raise funds for their school and community projects
through the sale of arts and crafts and other items; and
WHEREAS, The Annual Richmond Street Fair affords people from other communities
the opportunity to discover the hometown atmosphere of El Segundo
while experiencing wholesome family entertainment at its finest; and
WHEREAS, The City Council recognizes the merits of the Annual Richmond Street
Fair as a win -win for the entire community of El Segundo and commends
the El Segundo Kiwanis Club for continuing to carry on this traditional
El Segundo event which has become a "Celebration of Community ".
NOW, THEREFORE, the Mayor and Members of the City Council of the City of El
Segundo, California, hereby proclaim the observance of the 36 "4 ANNUAL
RICHMOND STREET FAIR from 9:00 a.m. to 5:00 p.m., Saturday, September 22,
2012 and invite the community to give generous support to all the groups, organizations,
merchants and volunteers participating in the Fair.
mg,-VI
Mayor Cadjaco6son
Mayor Pro gem Suzanne Fuentes Counci[Wem6er Bid Fisher
Counci[Wem6er Dave A tkinson Counci[JKem6erWarie Felfhauer
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EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Spc. Ord. of Bus. (Cont. Public Hearing)
AGENDA DESCRIPTION:
Consideration and possible action (Continued Public Hearing) regarding the Fiscal Year
2012 -2013 Budget (including all City Revenues and Expenditures), and Adoption of
Resolution approving and adopting the 2012 -2013 Final Operating Budget as amended and
Adopting the Appropriation Limit for Fiscal Year 2012 -2013. (Copies of the Fiscal Year
2012 -2013 Preliminary Budget can be found in the Library, City Clerk's office, and on the
City's website.)
(Fiscal Impact $116,706,800 in total appropriations; Revenues of $103,300,650 and prior year
designations of $13,406,150)
RECOMMENDED COUNCIL ACTION:
1. Continue Public Hearing and receive public testimony. Adopt the Resolution approving
and adopting the Fiscal Year 2012 -2013 Operating Budget and Appropriation Limit.
2. Incorporate "Exhibit A Fiscal Year 2012 -2013 Change List of Budget Revisions in all
Funds" into the Adopted Budget and transfer any fiscal year 2011 -2012 General Fund
savings into the Economic Uncertainty Fund in fiscal year 2012 -2013 once the fiscal year
2011 -2012 audit is complete.
3. Approve the Principal Civil Engineer Position for the Water and Wastewater Fund.
4. Adopt the Resolution approving and adopting the 2012 -2013 Final Operating Budget and
Adopting the Appropriation Limit for Fiscal Year 2012 -2013, as presented.
5. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Exhibit A Fiscal Year 2012 -2013 Change List of Budget Revisions in all Funds
2. Resolution approving and adopting the Final Operating Budget for Fiscal Year 2012-
2013 and adopting the Appropriation Limit for Fiscal Year 2012 -2013
FISCAL IMPACT: Total Appropriations of $116,706,800; Revenues of $103,300,650 and prior
year designations of $13,406,150. Total appropriations for all funds are
$116,706,800.
Amount Budgeted: $116,706,800
Additional Appropriation: N/A
Account Number(s): None
ORIGINATED BY: Angelina Garcia, Fiscal Services Manager
REVIEWED BY: Deborah Cullen, Director of Fi c
APPROVED BY: Greg Carpenter, City Manageree
,
1
15
BACKGROUND AND DISCUSSION:
FY 2012 -2013 Budget
On August 16, 2012 at the City's 2nd Strategic Planning Session, staff presented the summary of
the proposed FY 2012 -2013 Preliminary General Fund budget for revenues and expenditures,
and obtained direction from Council on structurally balancing the budget. At this public hearing,
staff is presenting the Citywide revenues, expenditures and supporting documentation.
Summary of Assumptions used to prepare FY 2012 -2013 General Fund Budget:
Revenue Assumptions:
• Business License Tax — $207,000 net increase over yearend estimates; 1% growth due to
annual CPI change; projected decrease in headcount
• Property Tax — $117,000 increase over yearend estimates; 2% growth
• Transient Occupancy Tax (TOT) — $450,000 increase over yearend estimates, or 10%
increase attributed to new hotel
• Cogenerated Tax - $450,000 in additional revenue over yearend estimates from new
operations; however, as generation of this utility increases, there is a comparable decrease
in the electric utility tax
• Sales Tax — $1,624,000 decrease; 10% decrease from 2012 estimated yearend; 20%
decrease from FY 2011 actuals
• Charges for Services — $100,900 decrease from yearend estimates, or 5%
• Interest on Investments — $85,000 decrease from yearend estimates
• Utility Users' Tax — no growth
• All other revenues remain flat or have very little growth compared to yearend estimates
Expenditure Assumptions:
• Salaries — increase of $458,000 due to step increases and longevity /educational incentive
premiums; no growth in base salaries
• California Public Employees' Retirement System(Ca1PERS) Rate Increases — $620,100
— Safety Rate Increase: $475,900
— Misc Group Rate Increase: $144,200
• Other Post - Employment Benefits (OPEB)
— Increase due to updated valuation - $239,000 (Using two -year smoothing).
— Included in the Preliminary Budget is a scheduled drawdown of $1,000,000
• Health Benefits — 3.5% or $100,000
• Non - Personnel Costs - Total decrease of $116,500 or 1%
— This category has been reduced by 17 %, approx. $2.1 million, when compared to
2009 actuals.
• Transfers to other funds - decrease of $169,500
— Decrease in Transfer to Facilities Maintenance - $150,000
— Decrease in Transfers to Community Development Block Grant Fund — Due to
decrease in that funds' expenditures
• Equipment Replacement Charges
— Funded at 50% or $730,150; however, staff proposed to eliminate this expense in
FY 2012 -2013 as a budget - balancing option.
16
• ESUSD Funding
$250,000 Cash Contribution
— $ 80,000 Crossing Guard Services
— $725,000 in In -Kind Services
In total, the City contributes an estimated $1,028,000 to ESUSD annually.
On September 4, 2012 the City Council conducted a Public Hearing on the FY 2012 -2013
Operating Budget.
Revisions from the Preliminary Budget are attached to this report and have been included in the
final budget to be adopted.
Incorporate "Exhibit A — FY 2012 -2013 Change List of Budget Revisions In All Funds"
into the Adopted Budget.
Budget Revenue Revisions between Preliminary and Adopted
General Fund
The summary of changes includes an increase to transfers from other funds totaling $4,180,000.
The following budget - balancing options were presented to Council to balance the FY 2012 -2013
General Fund Budget:
Transfers In:
Balance from Economic Uncertainty: $ 739,000
Aquatics Maintenance /Repairs: 525,150
City Hall Improvements: 314,280
CIP Fund Balance Douglas Repayment Designation: 2,601,570
Total Transfers In: $ 4,180,000
These funds are one -time monies.
In total, the budget balancing options for the General Fund are as follows:
Budget Balancing Options:
Transfers In:
Balance from Economic Uncertainty:
Aquatics Maintenance /Repairs:
City Hall Improvements:
CIP Fund Balance Douglas Repayment Designation:
Total Transfers In:
Do not fund Equipment Replacement Fund
Total of Budget Balancing Options:
739,000
525,150
314,280
2,601,570
4,180,000
730,150
$ 4,910,150
17
Other Funds
Equipment Replacement Fund
As was mentioned previously in this report, the Equipment Replacement Charge was eliminated.
The Budget Revision Log includes a decrease in revenues to this fund in the amount of
$730,150.
Capital Improvements Fund:
Staff requested to expand the City -owned fiber optic network by extending the communications
system conduit across Sepulveda Boulevard and connecting the eastern and western sections of
the City. This project also includes installing the fiber optic cable inside the completed conduit
system connecting most City facilities. The total cost of the project is estimated at $440,000. The
Equipment Replacement Fund has an accumulated balance of approximately $70,000 to partially
fund this project. Staff proposed to borrow the remaining $370,000 from the Equipment
Replacement Fund to fully fund this project. This is shown on the Budget Revision Log as an
increase in Transfers In to the Capital Improvement Fund from the Equipment Replacement
Fund.
Additionally, the City received additional funding from Proposition C Funds in the amount of
$340,000. These funds will be transferred from Proposition C to the Capital Improvements Fund
to be used for ongoing street repairs and maintenance.
Lastly, Transfers Out to the General Fund totaling $3,441,000 have been added to the Revision
Log as noted earlier in this report.
State Gas Tax Fund
The State Gas Tax Fund also had an increase in revenues of $242,300. This was due to a revised
estimate received from the State of California.
Budget Expenditure Revisions bethveen Preliminary and Adopted
General Fund
Council directed staff to eliminate the Equipment Replacement Charges to the General Fund for
FY 2012 -2013, which were originally estimated at $730,150 based on a 50% funding level. The
savings from this expenditure are also included in the Budget Revision Log.
Additional changes to the General Fund include net increases to salaries and benefits of $12,300.
This was primarily a correction to the holiday pay calculation, and affects the Police and Fire
Department.
M
Other Funds
Economic Uncertainty Fund
A transfer of $739,000 has been scheduled out of the Economic Uncertainty Fund to the General
Fund to help balance the FY 2012 -2013 Budget.
Capital Improvements Fund:
Staff requested to expand the City -owned fiber optic network by extending the communications
system conduit across Sepulveda Boulevard and connecting the eastern and western sections of
the City. This project also includes installing the fiber optic cable inside the completed conduit
system connecting most City facilities. The total cost of the project is estimated at $440,000. As
was noted earlier in this report, the funds will be transferred to and expended out of the Capital
Improvements(CIP) Fund.
Additionally, the City received additional funding from Proposition C Funds in the amount of
$340,000. These funds will be transferred from Proposition C to the Capital Improvements Fund
to be used for ongoing street repairs and maintenance.
Equipment Replacement Fund
Revisions to this fund included Transfers Out to the CIP Fund totaling $440,000 as described
above.
Adopt the Resolution approving and adopting Appropriations Limit for FY2012 -2013.
Article XIII -B of the California State Constitution, commonly referred to as the Gann
Appropriations Limit, was adopted by California voters in 1980 and placed limits on the total tax
proceeds that State and local agencies can appropriate and spend each year. Based upon the
California Constitution and applicable law, staff has presented the City Council with an
Appropriations Limit for FY 2012 -2013 as adjusted by the factors identified in the attached
Resolution. The Appropriations Limit for FY 2012 -2013 will be $238,671,697.
Capital Improvement Projects
The FY 2012 -2013 Capital Improvement Projects total $900,000.
Residential Sound Insulation Program construction improvements total $12,000,000.
General Fund
This budget as presented contains General Fund appropriations inclusive of transfers of
$52,192,300 and General Fund estimated revenues inclusive of transfers of $52,192,300.
19
All Funds
Enterprise Funds
The Water Fund reports FY 2012 -2013 budgeted revenues of $24,936,300 and expenditures of
$24,543,900. This fund's budget is balanced.
The Wastewater Fund reports FY 2012 -2013 budgeted revenues of $4,170,400 and expenditures of
$2,957,000. This fund's budget has a surplus to be set aside for capital projects.
The Preliminary Budget for the Water and Wastewater Funds included an additional position for a
Principal Civil Engineer position. Staff is asking for approval for this position, as it was not
specifically called out in the First Hearing for the FY 2012 -2013 Preliminary Budget. This is a
newly added position that will be dedicated primarily to Water and Wastewater Capital Projects.
The Golf Course reports FY 2012 -2013 budgeted revenues of $2,048,000 and expenditures of
$2,066,400. This fund's budget will be balanced with prior year designated fund reserves.
Internal Service Funds
The Workers' Compensation Fund reports FY 2012 -2013 budgeted revenues of $1,875,500 and
expenditures of $1,894,100, funded at a 70% confidence level with retained earnings.
The General Liability Fund reports FY 2012 -2013 budgeted revenues of $879,600 and
expenditures of $963,000 funded at a 70% confidence level with retained earnings.
The Equipment Replacement fund reports FY 2012 -2013 budgeted revenues of $92,200 and
expenditures of $5,447,800 funded at a 100% of total replacement cost value with retained
earnings.
The revised FY 2012 -2013 budget is balanced. Total appropriations for all funds are
$116,706,800. Total estimated revenues for all funds are $103,300,650, with prior year
designations of $1 3,406,100, for a total of $116,706,800.
20
CITY OF EL SEGUNDO
EXHIBIT A CHANGE LIST OF REVENUE BUDGET REVISIONS - ALL FUNDS
FISCAL YEAR 2012 -2013 ADOPTED BUDGET
General Fund
Preliminary Estimated Revenues inclusive of Transfers In
ADJUSTMENTS:
Increase to Business License Fee Estimate
Decrease to Recreation and Parks Service Charges
Increase to Building Inspection Fees
Decrease to CPR Class Fee
Increase to Fire Prevention Overtime Service Charges
Transfers In:
Economic Uncertainty Fund
Capital Improvements Fund
Total General Fund Estimated Revenues inclusive of Transfers In
Other Funds
Preliminary Estimated Revenues inclusive of Transfers In
Correction to Schedule
State Gas Tax Fund (106)
Adjust Interest Income Estimate
Adjust to Reconcile to Revised State Estimate for FY 2012 -2013
Adjust to Reconcile to Revised State Estimate for FY 2012 -2013
Adjust to Reconcile to Revised State Estimate for FY 2012 -2013
Adjust to Reconcile to Revised State Estimate for FY 2012 -2013
Adjust to Reconcile to Revised State Estimate for FY 2012 -2013
Residential Sound Insulation Fund (116)
Adjust Funding to RSI from LAWA Settlement
Capital Improvement Fund (301)
Transfer in from Prop C for Aviation Rehabilitation
Transfer in from Equipment Replacement - To Fund Fiber Optic Project
Facilities Maintenance Fund (405)
Transfer in from General Fund
Equipment Replacement Fund
Reverse General Fund charges
Correction of Charges to Depts
Liability Insurance Fund (602)
Adjust to account for Charges to Depts
Workers' Compensation Insurance (603)
Adjust to account for Charges to Depts
Expendable Trust Fund (703)
Adjust to Remove Interest Income
Adjust to Remove Traffic Mitigation Revenue, now included in Debt Service Fund
Outside Service Trust (708)
Adjust to $0, no new revenues
Total Other Funds Estimated Revenues inclusive of Transfers In
Total Revised Estimated Revenues Inclusive of Transfers In
Prior Year Designation Fund Reserves
Total Revised Estimated Revenues Inclusive of Transfers In
FISCAL YEAR 2012 -2013 BUDGET
Account Inc (Dec) Balance
$ 48,000,000
3307
6,800
38XX
(4,500)
3810
21,200
3850
(21,200)
3849
10,000
9001
739,000
9001
3,441,000
$ 4,192,300 $
52,192,300
$62,372,899
(146,449)
3601
(4,500)
3707
186,200
3712
23,700
3713
4,000
3714
11,400
3716
17,000
9122 (10,317,100)
9114 340,000
9601 440,000
9001 95,000
3912 (730,100)
3912 (206,000)
3911 (290,000)
3911 (101,500)
3601 (120,000)
3907 (454,000)
3703 (12,200)
$ (11,118,100) $ 51,108,350
$ (6,925,800) $ 103,300,650
$13,406,150
$116,706,800 ,1
CITY OF EL SEGUNDO
EXHIBIT A CHANGE LIST OF EXPENDITURE BUDGET REVISIONS - APPROPRIATIONS ALL FUNDS
FISCAL YEAR 2012 -2013 ADOPTED BUDGET
FISCAL YEAR 2012 -2013 BUDGET
Div Account Inc (Dec) Balance
General Fund
Preliminary Budget Appropriations inclusive of Transfers Out
S 52,910,100
ADJUSTMENTS:
Elected Official - City Treasurer
Adjust Equipment Replacement Charge
1101
6207
(100)
Elected Official - City Clerk
Adjust Equipment Replacement Charge
1300
6207
(1,300)
Planning & Buildine Safety
Adjust Equipment Replacement Charge
2402
6207
(1,300)
Adjust Equipment Replacement Charge
2403
6207
(6,500)
City Manager - IS & HR
Freeze Application Specialist Position
2505
4xxx
(118,300)
Adjust Equipment Replacement Charge
2505
6207
(122,200)
Finance
Adjust Salaries and Benefits
2501
4xxx
300
Adjust Equipment Replacement Charge
2501
6207
(1,100)
Human Resources
Adjust Equipment Replacement Charge
2506
6207
(200)
Non - Department
Adjust Building Lease Charge
6116
4204
31,700
Adjust Equipment Replacement Charge
6207
4204
(84,100)
Increase in Insurance and Bonds
2900
6211
11,800
Adjust Accrued Vacation / Sick Pay
2900
6235
131,100
Adjust Community Promotion for cost o£ROAD Funding
6401
6207
15,000
Police Department
Adjust Holiday Pay & Related Benefits
31xx
4xxx
(51,100)
Adjust Equipment Replacement Charge
3101
6207
(235,500)
Fire Department
Adjust Holiday Pay & Related Benefits
32xx
4xxx
(7,700)
Reduce Training Materials & Supplies
3202
5218
(2,000)
Increase Training &•Education
3202
6223
2,000
Adjust Equipment Replacement Charge
3201
6207
(3,900)
Adjust Equipment Replacement Charge
3202
6207
(135,700)
Adjust Equipment Replacement Charge
3203
6207
(27,600)
Adjust Equipment Replacement Charge
3204
6207
(1,900)
Adjust Equipment Replacement Charge
3205
6207
(1,900)
Adjust Equipment Replacement Charge
3255
6207
(6,800)
Reduce Operating Supplies
3255
5204
(2,500)
Public Works Department
Adjust Equipment Replacement Charge
2601
6207
(17,800)
Adjust Equipment Replacement Charge
4101
6207
(1,900)
Adjust Equipment Replacement Charge
4202
6207
(29,600)
Adjust Equipment Replacement Charge
4205
6207
(6,900)
Adjust Equipment Replacement Charge
4601
6207
(4,700)
Recreation & Parks Department
Adjust Equipment Replacement Charge
5101
6207
(4,400)
Adjust Equipment Replacement Charge
5102
6207
(18,500)
Adjust Equipment Replacement Charge
6601
6207
(10,300)
Library Services
Adjust Overtime for Author's Day
3202
4xxx
2,200
Adjust Equipment Replacement Charge
6101
6207
(6,100)
22
CITY OF EL SEGUNDO
EXHIBIT A CHANGE LIST OF EXPENDITURE BUDGET REVISIONS - APPROPRIATIONS ALL FUNDS
FISCAL YEAR 2012 -2013 ADOPTED BUDGET
FISCAL YEAR 2012 -2013 BUDGET
Div Account Inc (Dec) Balance
Total General Fund inclusive of Transfers Out
Other Funds
Preliminary Budget Appropriations inclusive of Transfers Out
ADJUSTMENTS:
Asset Forfeiture (109) Fund
Adjust Holiday Pay & Related Benefits
Prop CFund (114)
1 Reduce Transfer To CIP
Residential Sound Insulation Fund (116)
2 increase in SB for Office Specialist II Reclass to Admin Specialist
LA WA Fund (122)
3 Adjust Funding to RSI from LAWA Settlement
Capital Improvement Fund (301)
3 Adjust Transfer to the General Fund
4 Adjust CIP Expenditure for Fiber Optics Project
Economic Uncertainty Fund (401)
6 Adjust Transfer to the General Fund
Equipment Replacement Fund (601)
7 Transfer to CIP for Fiber Optic Project
Liability Fund (602)
Allocation of staff time spent on Risk Management.
Total Revised City Appropriations - Other Funds inclusive of Transfers Out
Total Revised City Appropriations - All Funds inclusive of Transfers Out
S (717,900) S 52,192,300
S 55,973,400
3101
4xxx
1,900
0000
9301
(120,000)
0000
4xxx
4,500
0000
9116
3,682,900
0000
9001
3,441,000
8201
8497
440,000
0000
9001
739,000
0000
9301
440,000
0000
4xxx
11,800
S
8,641,100
S
64,514.500
S
7,923.300
S
116,706.800
23
RESOLUTION NO.
A RESOLUTION ADOPTING THE 2012 -2013 FINAL OPERATING
BUDGET FOR THE CITY OF EL SEGUNDO AND THE
APPROPRIATION LIMIT FOR 2012 -2013
The City Council of the City of El Segundo does resolve as follows:
SECTION 1: The City Council finds and declares as follows:
A. The City Council has reviewed the proposed final Operating Budget ( "Budget ")
for fiscal years;
B. The Budget is based upon appropriate estimates and financial planning for the
City's operations, services, and capital improvements;
C. The City Council conducted public study sessions on June 21, 2012 and August
16, 2012 and a public hearing on September 4, 2012, and continued on September
18, 2012;
D. All procedural requirements for adopting the City's budget were fulfilled, and the
City Council was fully informed regarding the City's current finances, projected
revenue, and financial obligations; and
E. It is in the public interest for the City Council to adopt the Budget as proposed by
the City Manager.
SECTION 2: ADOPTION. The Budget, attached to this Resolution and incorporated by
reference, are approved and adopted subject only to the authorizations set forth below. Such
approval and adoption includes, without limitation, the Position Control Listing of Authorized
Positions, Classification and Compensation Plans set forth in the Budget which recognizes new
classifications and removes unused classifications.
SECTION 3: APPROPRIATIONS LIMIT.
A. Article XIIIB of the California Constitution requires the City to set its
Appropriations Limit on an annual basis;
B. The City's Appropriations Limit may be adjusted annually based upon inflation
and population growth.
C. The City Council may choose the method of calculating adjustments to the City's
Appropriations Limit on an annual basis. For inflation, pursuant to Article XIIIB,
§ 8(e)(2), adjustments to the Appropriations Limit may be calculated using either
the percentage change in per capita personal income from the preceding year or
the percentage change in the local assessment roll from the preceding year
because of local nonresidential new construction. For population growth,
pursuant to Government Code § 7901(b), the City may either use the percentage
growth either in its jurisdiction or from the surrounding county.
Page 1 of 4 24
D. Pursuant to Article XIII -B of the California Constitution, and those Government
Code sections adopted pursuant to Article XIII -B, § 8(f), the City Council chooses
to adjust the City's Appropriations Limit by calculating inflation using the
percentage change in the City's assessment roll from the preceding year because
of local nonresidential new construction and calculating population growth by
using the percentage change in population in Los Angeles County.
E. As a result of the adjustments made to the City's Appropriations Limit, the City
Council sets the Appropriations Limit for fiscal year at $238,671,697.
SECTION 4: BUDGET APPROPRIATIONS. Based upon the Budget, the total General Fund
operating budget is $52,192,300. The City Manager, or designee, is authorized to implement the
following appropriations for City Departments:
DEPARTMENT
AMOUNT
Elected Officials
$818,500
City Manager
$939,400
Ci ty Attorney
$389,000
Non Department
$2,800,300
Communications Center
$1,389,500
Finance
$1,786,300
Fire
$12,917,700
Human Resources
$670,100
Library
$2,210,600
Recreation and Parks
$4,819,500
Planning and Buildin g Safe
$2,379,800
Police
$15,510,600
Public Works
$5,422,200
Transfers
$138,80
SECTION 5: MISCELLANEOUS APPROPRIATIONS. The City Manager, or designee, is
authorized to implement the following miscellaneous appropriations:
FUND
AMOUNT
TRAFFIC SAFETY
$ 200,000
ASSET FORFEITURE
1,334,300
COMMUNITY DEVELOPMENT BLOCK GRANT
86,800
PROP A TRANSPORTATION
311,400
PROP C TRANSPORTATION
626,500
RESIDENTIAL SOUND INSULATION
14,429,100
C.O.P.S. FUND
100,000
LAWA FUND
3,682,900
AQMD Tree Partnership Pro ram
6,500
DEBT SERVICE FUND
540,000
CAPITAL IMPROVEMENT FUND
4_,341,000
ECONOMIC UNCERTAINTY FUND
739,000
FACILITIES MAINTENANCE
245,000
WATER FUND
24,543,900
SEWER FUND
2,957,000
Page 2 of 4 25
GOLF COURSE
2,066,400
EQUIPMENT REPLACEMENT
5,447,800
LIABILITY INSURANCE
963,000
WORKERS' COMP RESERVE / INSURANCE
1,894,100
SECTION 6: REAPPROPRIATION. The City Manager, or designee, is authorized to
reappropriate any unused appropriations for capital projects, special projects, and grant programs
at the close of Fiscal Year 2011 -2012 for the Budget.
SECTION 7: FUND OPERATING RESERVES. The City Manager, or designee, may
appropriate any remaining revenues at the close of Fiscal Year 2011 -2012 into the applicable
Fund operating reserve on September 30, 2012.
SECTION 8: BUDGET ADJUSTMENTS. The Budget may be subsequently adjusted as
follows:
A. By majority vote of the City Council;
B. By the City Manager, or designee, for all appropriation transfers between
programs and sections within a City department and between appropriation units
(e.g., salaries and benefits, services and supplies, and capital outlay) within
programs;
C. By Department Directors for appropriation transfers between appropriation units
within programs;
D. Objects code expenditures within appropriation units in a program are not
restricted so long as funding is available in the appropriation unit as a whole.
SECTION 9: CONTRACTING AUTHORITY.
A. The City Manager, or designee, is authorized to bid and award contracts for the
equipment, supplies, and services approved in the Budget.
B. In accordance with the El Segundo Municipal Code (`SSMC "), the City Manager
is authorized to execute all contracts awarded for equipment, supplies, and
services approved in the Budget.
C. Notwithstanding any dollar limitation set forth in the ESMC, the City Manager is
authorized to execute contracts for purchasing equipment and supplies that are
individually identified in the Budget regardless of total cost. The City Manager
may, but is not required to, seek additional City Council approval for transactions
made pursuant to this Section.
D. For all other services, equipment, and supplies, the City Manager is authorized to
execute contracts in accordance with the ESMC.
SECTION 10: The City Clerk is directed to certify the adoption of this Resolution; record this
Resolution in the book of the City's original resolutions; and make a minute of the adoption of
the Resolution in the City Council's records and the minutes of this meeting.
Page 3 of 4 26
SECTION 11: This Resolution will become effective immediately upon adoption and will
remain effective unless repealed or superseded.
PASSED AND ADOPTED September 18, 2012.
ATTEST:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
Carl Jacobson, Mayer
Karl H. Berger, Assistant City Attorney
Page 4 of 4 27
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Committees, Commissions and Boards
AGENDA DESCRIPTION:
Consideration and possible action to announce the appointments to the Investment Advisory
Committee and Environmental Committee. (Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
1. Announce the appointees to the Investment Advisory Committee and the Environmental
Committee, if any;
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $ None
Additional Appropriation: N/A
Account Number(s):
ORIGINATED BY: Mishia Jennings, Executive Assistant Qwy
REVIEWED BY:
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
Committee /Commission and Board
Investment Advisory Committee
Environmental Committee
# of Openings Appointees)
1
1
1
Term Expire(s)
86/30/2013 (Partial Term
06/30/2014 (Partial Term
06/30/2016
28
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29
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
8/1°7/12 THROUGH 8 /JoJ12
Date
Payee
Amount
Description
8/17/2012
State of CA EFT
3,971.54
EFT Child support payment
8/17/2012
Manufacturers & Traders
792.31
IRA payment Vantagepoint
8/17/2012
Manufacturers & Traders
4,742.55
401 payment Vantagepoint
8/17/2012
Manufacturers & Traders
21,033.22
457 payment Vantagepoint
8/17/2012
South Bay Credit Union
14,975.38
Payroll credit union deduction pmt
8/17/2012
Nationwide NRS EFT
2,014.24
EFT 401a payment
8/17/2012
Nationwide NRS EFT
36,617.18
EFT 457 payment
8/17/2012
UB
7,094.56
PARS payment
8/17/2012
Health Comp
1,117.47
Weekly claims
8/XZ/2012
Lane Donovan Golf Ptr
22,606.90
Payroll Transfer
8/23/2012
Cal Pers
101,180.23
EFT Retirement Misc
8/23/2012
Cal Pers
228,491.60
EFT Retirement Safety
8/24/2012
Unum
274.20
LTD
8/28/2012
Health Comp
2,909.44
Weekly claims
8/29/2012
Manufacturers & Traders
20,951.06
457 payment Vantagepoint
8/3 0/2012
Employment Development
3,785.29
State Taxes
8/10(2012
Employment Development
53,275.89
State Taxes
810(2012
IRS
237,393.12
Federal Taxes
8/3- 8/30/12
Workers Comp Activity
87,161.18
SCRMA checks issued
850,387.36
DATE OF RATIFICATION: 09/18/12
TOTAL PAYMENTS BY WIRE:
850,387.36
Certified -as to the accuracy of the wire transfers by:
Date f
iii "d%1!
Date
v - -e)2
Date
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
P:\CityTreasurer \Wire Transfers\2012 \Wire 2012 3rd quarter \Wire Transfers 8 -30 -12 30
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 4, 2012 — 5:00 PM
5:00 P.M. SESSION
CALL TO ORDER — Mayor Jacobson at 5:02 p.m.
ROLL CALL
Mayor Jacobson -
Present
Mayor Pro Tern Fuentes -
Present
Council Member Fisher -
Present
Council Member Atkinson -
Present
Council Member Fellhauer -
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
Mark Hensley, City Attorney, announced that Council would be meeting in closed
session pursuant to the items listed on the agenda and that the government Code
§54957 item (Discussion of Personnel Matters) was removed from the agenda.
CLOSED SESSION:
The City Council moved into a closed session pursuant to applicable law, including the
Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring
with the City's Real Property Negotiator; and /or conferring with the City Attorney on
potential and /or existing litigation; and /or discussing matters covered under Government
Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators;
as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(a) -5- matter
City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279
Willmore vs. City of El Segundo, LASC Case No. YC067196
Sonek vs. City of El Segundo, WCAB Case No. ADJ8035015
Usmani vs. City of El Segundo, WCAB Case No. ADJ712905, ADJ7129188,
ADJ 129295
Hurst vs. City of El Segundo, LASC Case No. YC067196
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 1
31
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- matter.
Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -1- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) —0- matter
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-3-
matters
Represented Group: Supervisory and Professional Employees Association (SPEA)
Negotiator: Greg Carpenter, City Manager
Unrepresented Group: Executive Management Group (City Department Heads)
Negotiator: Greg Carpenter, City Manager
Unrepresented Group: Management Confidential Group (Non- represented, non -
department head employees)
Negotiator: Greg Carpenter, City Manager
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -1-
matters
Sale or Lease of City Owned Property (Price and Terms):
Real Property: City owned parking lot at Corner of Main Street and Grand Avenue
(Assessor Parcel Number: 4135- 003 -901)
City's Negotiator: Greg Carpenter, City Manager
Council recessed at 6:55 p.m.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 2
32
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 4, 2012 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER — Mayor Jacobson at 7:02 p.m.
INVOCATION — Father Alexei Smith, St. Andrew Russian Catholic Church
PLEDGE OF ALLEGIANCE — Mayor Pro Tern Fuentes
PRESENTATIONS
Mayor Pro Tern Fuentes presented a Commendation to the El Segundo High School
Choir for their participation in the 2012 Summer Games.
ROLL CALL
Mayor Jacobson -
Present
Mayor Pro Tern Fuentes -
Present
Council Member Fisher -
Present
Council Member Atkinson -
Present
Council Member Fellhauer -
Present
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
While all comments are welcome, the Brown Act does not allow Council to take action
on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
NONEA. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the Agenda
by title only.
MOTION by Council Member Fisher, SECONDED by Council Member Atkinson to read
all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 3
33
SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
Consideration and possible action to open public hearing regarding the
presentation of the Fiscal Year 2012 -2013 Preliminary Budget, including
discussion and possible direction regarding all city revenues and expenditures.
(Fiscal Impact: Total revenues of $113,605,900.00; Total Expenditures of
$127,010,100.00; General Fund Revenues of $52,192,300.00, Expenditures of
$52,192,300.00)
Mayor Jacobson stated that this was the time and place to conduct a public hearing and
receive the staff presentation of the 2012 -2013 Preliminary Budget and Council
direction to staff regarding all City revenues and expenditures.
City Clerk Weaver stated that proper notice had been given in a timely manner and that
no written communication has been received in the City Clerk's office.
Debra Cullen, Finance Director, gave a report.
Chris Powell, City Treasure, gave a report on investable funds.
Opened Hearing to the public:
Gail Church, ES Resident, spoke on behalf of reducing tree maintenance.
MOTION by Mayor Pro Tern Fuentes, SECONDED by Council Member Fellhauer to
continue the Public Hearing and adopt the budget on September 18, 2012. MOTION
PASSED BY UNANIMOUS VOICE VOTE. 5/0
B. UNFINISHED BUSINESS
2. Consideration and possible action regarding Adoption of an Ordinance to
approve an Amendment to the Contract between the Board of
Administration of the California Public Employees' Retirement System
(CaIPERS) and the El Segundo City Council to (a) Provide Government
Code Section 20516(a) (3% Employee Cost Sharing of Additional
Benefits) applicable to Local Fire Members and (b) Provide Government
Code Section 20475 (Different Level of Benefits for the 3% @ 55 formula)
for Local Police Members entering into membership after the effective
date of the Contract.
(Fiscal Impact: 1.) Cost savings based on the 3% Cost Sharing under GC
§ 20516(a) estimated at $164,534.08 for Fiscal Year 2012/13 2.) Unknown
decrease in the employer safety rate as new employees are hired into the
Second Tier).
Debra Cullen, Finance Director, gave a brief presentation.
Mark Hensley, City Attorney, read by title only:
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO.4
34
Ordinance No. 1471
An Ordinance authorizing an amendment to the Contract between the City Council of
the City of El Segundo and the Board of Administration of the California Public
Employees' Retirement System
MOTION by Council Member Fellhauer, SECONDED by Council Member Fisher, to
adopt Ordinance No 1471 and Contract Amendment No. 537EE. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed
unanimously. If a call for discussion of an item is made, the item(s) will be considered
individually under the next heading of business.
3. Approved Warrant Numbers 2588833 - 2589054 on Register No. 22 in the total
amount of $1,089,507.44 and Wire Transfers from 8/03/12 through 8/16/12 in the
total amount of $3,034,169.86. Authorized staff to release. Ratified Payroll and
Employee Benefit checks; checks released early due to contracts or agreement;
emergency disbursements and /or adjustments; and wire transfers.
4. Approved Regular City Council City Council Meeting Minutes of August 21, 2012
and Special Strategic Planning Meeting Minutes of August 16, 2012.
5. Adopted Resolution No. 4784 authorizing the annual destruction of identified
records in accordance with the provisions of Section 34090 of the Government
Code of the State of California.
6. Adopted Plans and Specifications and authorized staff to bid the project for
receipt of construction bids for the Replacement of Apparatus Bay Doors at Fire
Station No. 1, Project No. 10 -10.
7. Adopted Resolution No. 4779 to approve an Environmental Assessment (EA No.
959) for a proposed Addendum to a Mitigated Negative Declaration, including
the Errata to the Addendum and the Mitigation Monitoring and Reporting
Program (MMRP) and a General Plan Amendment (GPA No. 12 -01) and
adopted Ordinance No. 1470 approving the 222 Kansas Street Specific Plan
project by adopting Specific Plan Amendment No. 12 -01; Zone Change No.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 5
35
12 -01; Zone Text Amendment No. 12 -01; and approving development
Agreement No. 12 -01; Subdivision No. 12 -02 (Vesting Tentative Map No.
71903); and Site Plan Review No. 12 -01 for the site located at 222 Kansas
Street. Applicant: Mar Ventures, Inc. on behalf of SMPO Lab, LLC
8. Authorized the City Manager to execute standard Public Works Contract No.
4320 in a form as approved by the City Attorney with American Asphalt South,
Inc., in the amount of $305,970.25 for slurry sealing Public Works Project No. 12-
05.
MOTION by Council Member Fisher, SECONDED by Council Member Atkinson to
approve Consent Agenda items 3, 4, 5, 6, 7 and 8. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0.
CALL ITEMS FROM CONSENT AGENDA
NEW BUSINESS
Presentation by Chief Tavera regarding the Police Departments' Operation Plan
surrounding the Shuttle Endeavor landing.
REPORTS — CITY MANAGER — Thanked all the ES Department heads with their help
on presenting a balanced budget.
REPORTS — CITY ATTORNEY - None
REPORTS — CITY CLERK - None
REPORTS — CITY TREASURER - None
REPORTS — CITY COUNCIL MEMBERS
Council Member Fellhauer — Thanked the department heads as well. Also, thanked Mrs.
Church for her passion and bringing forward her concerns about tree care and
maintenance.
Council Member Atkinson — Encouraged all citizens to attend the Shuttle Endeavor
landing on September 20, 2012.
Council Member Fisher — None
Mayor Pro Tem Fuentes —
10. Consideration and possible action to adopt a resolution urging members of
Congress to pass and the White House to sign legislation to avert across -the-
board fiscal year 2013 sequestration cuts.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 6
36
Mark Hensley, City Attorney, read by title only:
Resolution No. 4785
A resolution urging members of Congress to pass and the White House to sign
legislation to avert across - the -board fiscal year 2013 sequestration cuts.
MOTION by Mayor Pro Tern Fuentes, SECONDED by Council Member Fellhauer to
adopt Resolution No. 4785. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0.
Mayor Jacobson — Spoke on the great car show last weekend. Also, suggested
everyone attend the Fire Pancake Breakfast on Saturday, Sept. 8 from 8:30 -11:30 am.
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have receive value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
While all comments are welcome, the Brown Act does not allow Council to take action
on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
Dr. Vince Marcel, Body Doc, invited everyone to join them in celebrating 118 years of
Chiropractic on September 28, 2012 from 8:00 am to 7:00 pm. Bring in a bag of
groceries or donate $25.00 and receive an adjustment. All proceeds will benefit
C.A.S.E.
MEMORIALS — None
CLOSED SESSION - None
ADJOURNMENT AT 8:17 PM
Tracy Weaver, City Clerk
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 7
37
SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 4, 2012 — 4:00 PM
CALL TO ORDER — Mayor Jacobson at 4:00 p.m.
ROLL CALL
Mayor Jacobson -
Present
Mayor Pro Tern Fuentes -
Present
Council Member Fisher -
Present
Council Member Atkinson -
Present
Council Member Fellhauer -
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
Mark Hensley, City Attorney, announced that Council would be meeting in closed
session pursuant to the items listed on the agenda and that the Government Code
§54957 item (Discussion of Personnel Matters) was removed from the agenda.
CLOSED SESSION:
The City Council moved into a closed session pursuant to applicable law, including the
Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring
with the City's Real Property Negotiator; and /or conferring with the City Attorney on
potential and /or existing litigation; and /or discussing matters covered under Government
Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators;
as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(a) -5- matter
City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279
Willmore vs. City of El Segundo, LASC Case No. YC067196
Sonek vs. City of El Segundo, WCAB Case No. ADJ8035015
Usmani vs. City of El Segundo, WCAB Case No. ADJ712905, ADJ7129188,
ADJ129295
Hurst vs. City of El Segundo, LASC Case No. YC067196
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- matter.
Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter.
MINUTES OF THE SPECIAL CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 1
38
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -1- matter —
REMOVED FROM THE AGENDA
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) —0- matter
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-3-
matters
Represented Group: Supervisory and Professional Employees Association (SPEA)
Negotiator: Greg Carpenter, City Manager
Unrepresented Group: Executive Management Group (City Department Heads)
Negotiator: Greg Carpenter, City Manager
Unrepresented Group: Management Confidential Group (Non - represented, non -
department head employees)
Negotiator: Greg Carpenter, City Manager
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -1-
matters
Sale or Lease of City Owned Property (Price and Terms):
Real Property: City owned parking lot at Corner of Main Street and Grand Avenue
(Assessor Parcel Number: 4135- 003 -901)
City's Negotiator: Greg Carpenter, City Manager
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT at 4:59 p.m.
Tracy Weaver, City Clerk
MINUTES OF THE SPECIAL CITY COUNCIL MEETING
SEPTEMBER 4, 2012
PAGE NO. 2
39
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to waive the bidding process per El Segundo Municipal
Code §1 -7 -10 and authorize the purchase of mobile data computers and associated
accessories to be installed on El Segundo Fire Department emergency vehicles.
(Fiscal Impact: $59,172.66)
RECOMMENDED COUNCIL ACTION:
1. Authorize the purchase of mobile data computers and associated accessories to be
installed on El Segundo Fire Department emergency vehicles;
2. Alternatively, discuss and take other actions related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Service Quote from South Bay Regional Public Communications Authority (SBRPCA) for
10 Panasonic Toughbook Computers and accessories to be purchased through Commline
Inc.
Two letters from Commline, Inc. detailing the product pricing offered to the SBRPCA.
FISCAL IMPACT: $59,172.66
Amount Budgeted: $111,000
Additional Appropriation: N/A
Account Number(s): 601 - 400 - 3202 -8108 Equipment Replacement, Unit # 10332 -10345
ORIGINATED BY: Kevin S. Smith, Fire Chief
REVIEWED BY: Kevin S. Smith, Fire Chief
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
Mobile computer technology has been available for use in fire apparatus for decades. The El
Segundo Fire Department has lagged behind many of its peers in the fire service industry by not
having access to this technology. The Fire Department has never had functioning and
operational computers in place on its emergency vehicles. Staff recommends that Panasonic
Toughbooks be placed on each piece of emergency apparatus in the fleet to allow access to data
and to enhance communications capability. Once the equipment is purchased, it will be installed
without additional cost for the labor or installation by staff at the South Bay Regional Public
Communications Authority. This installation will include software called Tiburon Mobile
Comm. This system has been used by Hermosa Beach and Manhattan Beach Fire Departments
successfully for years. El Segundo Fire Department has also tested the hardware and software on
our Battalion Chief's vehicle for four months. The addition of these computers will enhance the
5
40
effectiveness and efficiency of the Fire Department accessing, receiving, and sending
information in support of our efforts to provide emergency services.
41
S. B. R. P. C. A.
South Bay Regional Public
Communications Authority
4440 W. Broadway
Hawthorne, CA 90250 -3857
(310) 973 -1802 Fax: (310) 978 -0892
Fed ID: 95- 3142625
To: EL SEGUNDO FIRE DEPT
314 MAIN STREET
EL SEGUNDO CA, 90245
M9 �f'I F . A�uui
Quote No: 5880
Date : 05/29/2012
QTY
DESCRIPTION
UNIT PRICE
AMOUNT
PROPOSED DRAFT BUGETARY QUOTE
FOR REPLACEMENT MDCs FOR ESFD
4.0
PANASONIC H2 TABLET COMPUTER
4,787.23
19,148.93'
MODEL CF— H2ASFHGIM W SPRINT
INTERNAL MODEM
4.0
7160- 0348(GAMBER DOCK H -2)
534.62
2,138.48
6.0
CF- 31JBGAXlM
3,616.96
21,701.76
6.0
DS— PAN -111
500.50
3,003.00
4.0
H2 12V SUPPLY (CF— LNDDC80)
97.34
389.36
6.0
LPS 104P POWER SUPPLY (CF 31)
128.70
772.20
6.0
MISC MOUNTS AND HARDWARE EST.
400.00
2,400.00
1.0
LOOM, WIRE, ELECTRICAL PARTS
150.00
150.00
LABOR NO CHARGE
42
Page 1 of 2
S. B. R. P. C. A.
South Bay Regional Public
Communications Authority
4440 W. Broadway
Hawthorne, CA 90250 -3857
(310) 973 -1802 Fax: (310) 978 -0892
Fed ID: 95- 3142625
To: EL SEGUNDO FIRE DEPT
314 MAIN STREET
EL SEGUNDO CA, 90245
156919 1!11!i: iiiiiii
Quote No: 5880
Date : 05/29/2012
QTY
DESCRIPTION
UNIT PRICE
AMOUNT
1.0
SHIPPING EST
200.00
200.00
6.0
PINPOINT MODEMS
649.00
3,894.00
6.0
TRIBAND ANT
105.00
630.00
Subtotal
54,427.73
Sales Tax
4,744.93
Shipping & Handling
0.00
59,1
TOTAL
43
Page 2 of 2
Panasonic System Communications Company of North America
3 Panasonic Way, Secaucus, NJ 07094
panasonic.com /business - solutions
Mr. Christopher E. Cox
South Bay Regional Public
Communications Authority
4440 W Broad►vay Ave
Hawthorne Ca. 90250
Dear Mr. Cox,
This letter is to confirm that Commline Inc. is an authorized "Panasonic Preferred Partner" (TP3). Panasonic only sells
the Toughbook line of computer products through authorized resellers within the TP3 program. In recognizing South
Bay Regional Public Communications Authority as the central communication backbone for multiple cities, Panasonic
has provided a special purchase price discount to Commline Inc.. This Discount allows Commline, Inc. to provide the
best competitive pricing to the cities within the South Bay Regional Public Communications Authority.
Should you or anyone within the associated cities or your organization have any questions, please feel free ton contact
me at anytime. Thank you for your time and being a Panasonic Toughbook valued customer.
Best Regards,
Keith Wm. McCoy
Panasonic Area Sales Manager
California & Hawaii
916 -451 -7699 Desk
973 - 303 -7751 Cell
Solutions for Business
L
C(DMMLine inc.
5563 Sepulveda Blvd., Suite D, Culver City, CA 90230
jMain) 310.390.8003 (Fax) 310.390.4393
www.Commlineinc.com
June 25, 2012
To whom it may concern,
This letter has been written to confirm that Comminc, Inc., a Panasonic Toughbook
reseller, has provided South Bay Regional Public Communications Authority special
pricing that was established between Panasonic and Commline. Attached is the said
pricing.
If you have any questions, please feel free to contact me.
Thank you,
James Jun
President/CEO of Commune, Inc.
45
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: September 18, 2012
AGENDA HEADING: Consent Agenda
Consideration and possible action regarding approval of the Amended and Restated Joint Use
Agreement between the City of El Segundo and the El Segundo Unified School District for a term
of ten (10) years, the Agreement between the City of El Segundo and the El Segundo Unified
School District for Joint Use of Video Studio and Equipment for a term of fifteen (15) years, and
the First Amendment to MOU between the City of El Segundo and the El Segundo Unified School
District for Library Services for a term of ten (10) years.
(Fiscal Impact: $330,000 annually from General Fund; $718,120 annually for various in -kind
services)
RECOMMENDED COUNCIL ACTION:
1. Approve the Amended and Restated Joint Use Agreement between the City of El Segundo and
the El Segundo Unified School District for a term of ten (10) years, the Agreement between the
City of El Segundo and the El Segundo Unified School District for Joint Use of Video Studio
and Equipment for a term of fifteen (15) years, and the First Amendment to MOU between the
City of El Segundo and the El Segundo Unified School District for Library Services for a term
of ten (10) years.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Amended and Restated Joint Use Agreement for Public Recreation Facilities between the City
of El Segundo and El Segundo Unified School District of Los Angeles County.
2. Exhibit A: City of El Segundo In -Kind and Other Contributions to School District Projected
Fiscal Year 2012 -2013.
3. Agreement between the City of El Segundo and the El Segundo Unified School District for Joint
Use of Video Studio and Equipment.
4. First Amendment to MOU between the City of El Segundo and the El Segundo Unified School
District for Library Services.
5. October 16, 2007 Memorandum of Understanding (MOU) between the City of El Segundo and
the El Segundo Unified School District for Library Services.
FISCAL IMPACT: $1,048,120
Amount Budgeted: $1,048,120
Additional Appropriation: N/A
Account Number(s): 001 - 400 - 2901 -6405
PREPARED BY: Bob Cummings, Director of Recreation and Parks
REVIEWED BY: Greg Carpenter, City Manager
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND & DISCUSSION:
The City of El Segundo (City) and the El Segundo Unified School District (District) previously entered E3
46
into an agreement on September 12,1990, governing joint use of their facilities. In September 1999, the
City and District also entered into a "Funding Agreement" in which the City will pay the District
$250,000 annually to provide student services and maintain its facilities. Additionally, the City will fund
$80,000 for Crossing Guard services.
On October 16, 2007 the City and the District entered into a Memorandum of Understanding (MOU)
for Library Services.
The City and the District agree that it will be in the public's interest, economically and practically, to
cooperate with each other in regard to the recreational use of certain City and District facilities and
therefore desire to amend and restate the prior agreements.
In addition to the annual $330,000 cash contributions, in-kind and other contributions to the District by
the City are anticipated to total approximately $718,120 for the fiscal 2012 -13 year.
MIA
AMENDED AND RESTATED JOINT USE AGREEMENT FOR PUBLIC RECREATION
FACILITIES BETWEEN THE CITY OF EL SEGUNDO AND EL SEGUNDO UNIFIED
SCHOOL DISTRICT OF LOS ANGELES COUNTY
This AGREEMENT is made and executed this _ day of _, 2012, between the
CITY OF EL SEGUNDO, a municipal corporation ( "City "), and the EL SEGUNDO UNIFIED
SCHOOL DISTRICT OF LOS ANGELES COUNTY, a California public school district
( "District ").
RECITALS
This Agreement is made with reference to the following facts and objectives:
A. Chapter 10, Part 7 of Division I (Section 10900, et seq.) of the Education Code of
the State of California authorizes and empowers school districts and cities to
organize, promote and conduct programs of community recreation to establish
systems of playgrounds and recreation, and acquire, improve, maintain and
operate centers within, or without the territorial Iimits of the city.
B. City owns, operates and maintains certain public recreation facilities known as El
Segundo Recreation Park (401 Sheldon Street); El Segundo Library Park (600
Block Main Street); El Segundo Hilltop Park (Maryland Street and Grand
Avenue); Urho Saari Swim Stadium (219 West Mariposa); Acacia Park (623 -25
West Acacia Avenue); Washington Park (Washington Street at Palm Avenue);
Constitution Park (Washington Street between Palm and Maple Avenue);
Sycamore Park (Sycamore Avenue and California Street); Kansas Park (Holly
Avenue and Kansas Street); Candy Cane Parkette (100 Block Whiting Street);
Campus El Segundo Athletic Fields (2201 East Mariposa Avenue); Freedom Park
(Illinois Street between Mariposa Avenue and Holly Avenue); Independence Park
(Washington Street between Walnut Avenue and Sycamore Avenue; Camp
Eucalyptus (641 California Street); El Segundo Teen Center and Skatepark (405
East Grand Avenue); The Lakes at El Segundo Golf Course (400 South Sepulveda
Boulevard); and certain improvements, including landscaping, lighting, utilities
and other fixtures on the property adjacent to the Richmond Street School (the
"City Owned Facilities "). The City also operates and maintains certain
improvements, including a ball field, turf areas, landscaping, lighting, utilities and
other fixtures on the property adjacent to the Richmond Street School located at
615 Richmond Street (the "615 Richmond Street Improvements "). The 615
Richmond Street Improvements and City Owned Facilities shall be collectively
defined as the "City Facilities."
C. District owns, operates and maintains certain school facilities known as El
Segundo High School (640 Main Street); Center Street School (700 Center
Street); El Segundo Middle School (332 Center Street); School District Offices
(641 Sheldon Street); Richmond Street School (615 Richmond Street); and
Eagles" Nest Preschool (641 Sheldon Street). The foregoing properties shall be
defined as the "District Facilities."
1
48
D. The aforementioned facilities are available for such uses as described in Recital
A, when such use will not interfere with the owning party's use of the facilities.
E. City and District have found that it will be to the public interest, economically and
practically, to cooperate with each other in regard to the recreational use of the
aforementioned facilities and therefore desire to enter into an agreement pursuant
to the provisions of said Chapter 10 of the Education Code.
F. City and District previously entered into that certain agreement governing the
joint use of their facilities dated September 12, I990, which was subsequently
amended on August 21, 1991 and amended and restated pursuant to that certain
agreement dated December 8, 1992. City and District also entered into that
certain Funding Agreement dated September 21, 1999, which was amended on
September 19, 2000, wherein City generally agreed to pay District $250,000
annually to provide student services and maintain its facilities (the "Funding
Agreement "). The Funding Agreement was subsequently superseded by that
certain funding agreement between City and District dated June 19, 2001, as
subsequently amended pursuant to that certain First Amendment to Agreement
No. 2893, dated July 17, 2007; that certain Second Amendment to Agreement No.
2893, dated September 16, 2008; and that certain Third Amendment to
Agreement No. 2893, dated March 23, 2011. These agreements are collectively
referred to as the "Prior Agreements."
G. City is concerned with the continued quality of education, recreation and
extracurricular activities that its residents, particularly its minor residents, receive
and desires to provide financial and staff support to District for purposes of
maintaining and enhancing the availability of these services.
H. Such services benefit the youth of El Segundo by providing such youth with vital
services that will lessen the need for City services such as police and park and
recreation services and will result in better educated and healthier youth in the
City.
City believes that District's educational services play a critical role in providing
the City with future citizens that will dedicate their time and knowledge to the
community and thereby increase the quality of life in the City of El Segundo.
The benefits provided to the District herein shall be in addition to in-kind and
other contributions provided to the District by the City, which are anticipated to
total approximately $800,000 for fiscal year 201213. These in -kind services
include but are not limited to the services approximately described on Exhibit A.
K. City and District hereby seek to amend and restate the Prior Agreements and add
additional properties subject to the terns provided herein.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein, the parties agree as follows:
49
I . Term. This Agreement is for the term of ten (10) years, commencing on [xxx],
2012, and tenrainating [xxx], 2022. This Agreement may be renewed or extended upon mutual
written agreement of the parties.
2. District's Use of Cif Facilities. City agrees to allow District to utilize the City
Facilities for educational programs, events or uses, under the direction and supervision of
District in accordance with a schedule acceptable to City and District, provided, however, that
such scheduled use cannot at any tune interfere with the use of the City Facilities or equipment
for the regular conduct of City - authorized recreation programs, events or uses. District will have
priority over non -City authorized recreation programs, events or uses in the scheduling of City
Facilities.
3. City Use of District Facilities. District agrees to allow City to utilize the District
Facilities for programs, events or uses, under the direction and supervision of City in accordance
with a schedule acceptable to City and District; provided, however, that such scheduled use
cannot at any time interfere with the use of the District Facilities or equipment for the regular
conduct of school programs, events or uses. City will have priority over non - school programs,
events or uses in the scheduling of District Facilities during periods when they are not used for
school purposes.
4. Equipment and Personnel. Each party hereto agrees to conduct and supervise
their respective programs, events and uses on the other party's facilities in conformance with
their respective policies and budget limitations. It is agreed further in this regard, that the parties
must provide all expendable supplies and materials and must furnish and compensate all
personnel necessary to conduct their respective programs and activities, except as may be
mutually agreed upon by City and District from time to time during the terms of this Agreement
and as provided by law.
5. Rules and Regulations. During the conduct of such programs and activities, each
party may formulate and enforce such rules and regulations as are acceptable to the other party,
and are necessary to maintain proper standards of conduct and safety on said facilities for all age
groups.
6. Duty to Repair. Each party agrees to comply with all existing rules regulating
their respective properties including, without limitation, cleanup after using the property. Each
party must repair, cause to be repaired, or reimburse the other for the cost of repairing damage to
said facilities occurring during the period of use by that party, except where such damage may be
attributed to ordinary or reasonable use of such facility. Except as otherwise provided for in this
Agreement, each party will be responsible for normal operation, maintenance and repair of its
own buildings and facilities. It is understood that both parties have the right in their respective
sole and absolute discretion to make one or more of their facilities unavailable for use by the
other party for purposes of repairing or making alterations to the facilities or because the facility
is unfit for public use.
7. Alterations. Neither party may make, or cause to be made, any alterations to the
other's property, or any part thereof, without the other's prior written consent. This section shall
not apply to the 615 Richmond Street Improvements.
3
8. Indemnification.
A. District's Indemnification. District must defend and hold City, its city
council, officials, officers, agents and employees, free and harmless from any liability for loss,
damage, injury or death to persons, or damage to or loss of property, including City property,
arising out of District's use of the City Facilities or any building, facility or equipment located
thereon.
B. City's Indemnification. City must defend and hold District, its Board of
Education, officials, officers, agents and employees free and harmless from any liability for loss,
damage, injury or death to persons, or damage to or loss of property, including District property,
arising out of City's use of the District Facilities or any building, facility or equipment located
thereon.
9. Hazardous /Toxic Waste. Neither party has nor, to their knowledge, has any third
party used, generated, stored or disposed of, or permitted the use, generation, storage or disposal
of, any Hazardous Material (as defined below) on, under, about or within the District Facilities or
City Facilities in violation of any law or regulation. The parties agree that they will not use,
generate, store or dispose of any Hazardous Material (as defined below) on, under, about or
within their properties in violation of any law or regulation. As used in this section, "Hazardous
Material" means any substance, chemical or waste that is identified as hazardous, toxic or
dangerous in any applicable federal, state or local law or regulation (including petroleum and
asbestos).
10. Signs. Neither party may place any sign upon the other's property without the
owner's prior written consent. The requesting party must pay for all costs of any approved
signage and comply with all applicable sign codes and ordinances.
11. Insurance.
A. District's Duty to Insure. District must keep in full force and effect during
the term of this Agreement public liability insurance, insuring and protecting City and District
from and against any and all liability of City for damages arising out of or connected with use by
District, its agents, employees, permittees, and students of the City Facilities or or any building,
facility or equipment located thereon. All public liability insurance required hereunder must be
in the minimum amount of Ten Million Dollars ($10,000,000) and a certificate of such insurance
showing City as additional insured must be provided to City. Said certificate must provide that
City will receive thirty (30) days notice of cancellation of said policy.
B. City's Duty to Insure. City must keep in full force and effect during the
term of this Agreement public liability insurance, insuring and protecting City and District from
and against any and all liability of District for damages arising out of or connected with use by
City, its agents, employees, and pennittees of the District Facilities or any building, facility or
equipment located thereon. All public liability insurance required hereunder must be in the
n-uninium amount of Ten Million Dollars ($10,000,000) and a certificate of such insurance
showing District as additional insured must be provided to District. Said certificate must provide
that District will receive thirty (30) days notice of cancellation of said policy.
I3
51
12. Limitations on Use. Neither party may permit any person or organization to use
any of the facilities, buildings or accessories thereto where such use is inconsistent with the
provisions of federal, state or local laws, including without limitation, Section 10900 through
10916 of the Education Code of the State of California, the El Segundo Municipal Code, or
adopted City or District policies.
13. Use Schedules. District Superintendent of the School District and the City
Manager of the City, or their designees, are hereby authorized and directed by their respective
parties to develop necessary schedules and /or details in connection with the operation of the
facilities pursuant to this Agreement which are consistent with the above - stated purposes.
14. Funding of District Services. In addition to any in -kind or other contributions the
City elects to provide in its sole, absolute and unfettered discretion, City must, on or before
October 1, 2012 and for each of the next three (3) years thereafter by October 1, pay District
Two Hundred Fifty Thousand Dollars ($250,000) annually, for a potential total of One Million
Dollars ($1,000,000). District must use such funds for providing student services and
maintenance of facilities that serve the needs of District students and are not being funded by
other sources. In the event that City determines that it is not in City's best interest to make any
one or more of the payments required pursuant to this section (except for the first payment), City
can terminate its obligation to make such payments by giving District thirty (30) days advance
written notice of its intent to cancel its payment obligation hereunder for the fiscal year. In the
event that City determines that it will not make a payment for a particular fiscal year, this Section
will only require payment of costs for the current fiscal year and not any prior fiscal year in
which the City decided not to make a payment.
15. Termination. Either party may terminate this Agreement at any time with or
without cause upon written notification. However, if District terminates this Agreement during
the first four (4) years of this Agreement, and City has made a payment to District pursuant to
Section 14 of this Agreement, then District shall be obligated to refund a pro -rata amount of the
annual payment made to District, if any, in the year the Agreement is terminated. Termination
will be effective thirty (30) days after receiving notification. By executing this Agreement, the
parties waive any and all claims for damages that may otherwise arise from early termination
under this section.
16. Successors and Assigns, This Agreement is binding on the assigns, transferees
and successors in interest of City and District whether said successor in interest is a unified
school district or other political entity.
17. Employees. For purposes of this Agreement, all persons employed in the
performance of services and functions for the City shall be deemed City employees and no City
employee shall be considered as an employee of the District under the jurisdiction of the District,
nor shall such City employees have any District pension, civil service, or other status while an
employee of the City. For purposes of this Agreement, all persons employed in the performance
of services and functions for the District shall be deemed District employees and no District
employee shall be considered as an employee of the City under jurisdiction of the City, nor shall
such District employees have any City pension, civil service, or other status while an employee
of the District.
5
52
18. Entire Agreement. This Agreement represents the entire understanding ol� City
and District with respect to the subject matter herein and all prior written and oral agreements
regarding the subject matter herein are superseded by this Agreement.
19. Assignment. Neither party may assign this Agreement or any interest herein.
Any such attempted assignment will be void,
20. Notices. Except as otherwise expressly provided by law, all notices or other
communications required or permitted by this Agreement or by law to be served on or given to
either party by the other party will be in writing and will be deemed served when personally
delivered to the party to whom they are directed, or in lieu of the personal service, upon deposit
in the United States Mail, certified or registered mail, return receipt requested, postage prepaid,
addressed to:
District
[xxx]
City
City Clerk
350 Main Street
El Segundo, CA 90245
Either party may change its address for the purpose of this section by giving written
notice of the change to the other party.
21. Acceptance of Facsimile Signatures. The parties agree that agreements ancillary
to this Agreement and related documents to be entered into in connection with this Agreement
will be considered signed when the signature of a party is delivered by facsimile transmission.
Such facsimile signature will be treated in all respects as having the same effect as an original
signature.
22. Governing Law. This Agreement has been made in and will be construed in
accordance with the laws of the State of California and exclusive venue for any action involving
this Agreement will be in Los Angeles County.
23. Partial Invalidity. Should any provision of this Agreement be held by a court of
competent jurisdiction to be either invalid or unenforceable, the remaining provisions will
remain in effect, unimpaired by the holding.
24. Construction. The language of each party of this Agreement will be construed
simply and according to its fair meaning, and this Agreement will never be construed either for
or against either party.
25. Authority /iVloditication. The parties represent and warrant that all necessary
action has been taken by the parties to authorize the undersigned to execute this Agreement and
53
to engage in the actions described herein. This Agreement may be modified by written
agreement. City's City Manager,`or designee, may execute such arnendment on behalf of City.
26. Counterparts. This Agreement may be executed in any number or counterparts,
each of which will be an original, but all orwhich taken together will constitute one instrument
executed on the same date.
IN WITNESS "WHEREOF, the parties hereunto have executed this Agreement by their
officers duly authorized.
EL SEGUNDO UNIFIED SCHOOL DISTRICT CITY OF EL. SEGUNDO
M
Superintendent
t
Approved As To Form: Attest:
District Counsel
-
7
Carl Jacobson, Mayer
Tracey Sherrill Weaver, City Clerk
Approved As To Form:
Mark Hensley, City Attorney
54
EXHIBIT A
CITY OF EL SEGUNDO
IN -KIND & OTHER CONTRIBUTIONS TO SCHOOL DISTRICT
"Projected" FISCAL YEAR 2012 -2013
Police Department.
SRO
S 197,970
100 overtime hours of donated time from Police Depart (football, prom, etc)
35,000
Police Department Total
232,970
Fire Department
600
45 hours of donated straight time from Fire Dept for football games
3,520
50 hours of donated straight time from Fire Prevention
2,700
Inspections (Annual inspections, sprinklers, etc)
1,980
56 Fire Department emergency responses
5,445
100 hours donated time for Workability Program - Student Worker at Fire Dept.
2,805
Fire Department Total
13,750
Recreation and Parks
10,400
Maintenance, preparation and utilities for Richmond St. School Field
37,700
Maintenance, preparation and utilities for Recreation Park Stevenson Field
33,500
Maintenance, preparation and utilities for Recreation Park Softball Field
33,900
Supplies for Urho Saari Swim Stadium
1,000
Lifeguards for Urho Saari Swim Stadium during High School Athletics
18,400
Staff for school events at Teen Center
600
Rental value for Recreation Park Stevenson Field
5,800
Rental value for Recreation Park Softball Field
5,000
Rental value for Urho Saari Swim Stadium
30,800
Rental value for Campus BI Segundo
12,200
Rental value for Recreation Park Basketball & Tennis Courts
4,900
Rental value for Teen Center
1,300
Recreation and Parks Total
185,100
19 Schoold Board Meetings for live broadcast, replays, and 2 DVD's per meeting
2,500
Graduations - ESHS, ESMS and .Arena
1,400
ESHS Independent Study Video Class
7,200
El Segundo School Upcoming Event Promotion
600
ESHS Sports Coverage
9,300
Education Foundation Event Promotion & Event Coverage
2,700
Concerts, Plays & Mise events - ESHS, ESMS, Richmond St., and Center St
7,900
ESTV Staff Total
31,600
Recreation and Parks Total
216,700
Public Works
Facility Maintenance for Urho Saari Swim Stadium
10,400
Chemical and supplies for Urho Saari Swim Stadium
5,500
Utilities - gas, water and electricity for Urho Saar Swim Stadium
18,700
Public Works Total
34,600
Librtuy
School Library Staff Salaries & Benefits
205,600
School Library Books & Materials
4,500
Shared Online Catalog Updates and Maintenance
5,000
Library Total
215,100
Fuel and maintenance of City vehicles 5,000
Total in -kind contributions to School District 718,120
Crossing Guards at Richmond Street, Center Street & El Segundo Middle School 80,000
Cash contribution 250,000
Grand total contributions S 1,048,120
U:',Budget 12- 13tCity -Wide Costslln -kind School District FY 12-136128120128:28 AM
55
AGREEMENT BETWEEN THE CITY OF EL SEGUNDO
AND THE EL SEGUNDO UNIFIED SCHOOL DISTRICT
FOR JOINT USE OF VIDEO STUDIO AND EQUIPMENT
This AGREEMENT is made and executed this day of , 2012, between
the CITY OF EL SEGUNDO, a municipal corporation ( "City "), and the EL SEGUNDO
UNIFIED SCHOOL DISTRICT OF LOS ANGELES COUNTY, a California public school
district ( "District "). City and District are hereinafter sometimes collectively referred to as the
"Parties" and each may be referred to as a "Party."
RECITALS
A. Education Code Section 10905 authorizes and empowers school districts and
cities to organize, promote and conduct programs of community recreation; to establish systems
of recreation; and acquire, improve, maintain and operate centers within, or without the territorial
units of the City.
B. District owns, operates and maintains a video studio in Building K, located in the
north portion of the El Segundo High School facility, 640 Main Street, El Segundo, as shown on
Attachment A, incorporated herein by reference (the "Video Studio').
C. Government Code Section 6502 authorizes two or more public agencies to jointly
exercise any power common to the contracting parties if authorized by their legislative or other
governing bodies.
D. The maintenance and operation of the Video Studio is a power common to City
and District.
E. City and District have found it is in the public interest, economically and
practicably, to cooperate with each other in regard to the educational and recreational use of the
Video Studio and therefore desire to enter into this Agreement pursuant to the provisions of
Education Code Section 10905 and Government Code Section 6502.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein, the Parties agree as follows:
1. Term. This Agreement shall be deemed to have commenced on September 12,
2007 and shall be for a term of fifteen (15) years. This Agreement may be renewed or extended
upon mutual agreement by the Parties.
2. Use. City and District agree to jointly utilize the Video Studio and equipment
located in the Video Studio for public, education, and recreation programs under the direction
and supervision of City and /or District, in accordance with a schedule mutually acceptable to
City and District.
3. Equipment and Personnel. City and District agree each shall be responsible for its
own employees, representatives, agents, students, and invitees at the Video Studio. Each Party
shall retain title to its respective equipment located at the Video Studio and provide maintenance
1
56
and insurance for such equipment. It is agreed further in this regard, that the Parties must furnish
and compensate all personnel or employees necessary to conduct their respective programs and
activities. To the extent that a Party uses the other Party's employees and equipment, such Party
shall reimburse the other Party on an "as billed" basis for the reasonable cost of such employees
and equipment.
4. Rules and Regulations. During the conduct of such programs and activities, each
Party may formulate and enforce such rules and regulations as are acceptable to the other Party,
and are necessary to maintain proper standards of conduct and safety at the Video Studio.
5. Duty to Repair. Each Party agrees to comply with all existing rules regulating the
Video Studio including, without limitation, cleanup after use of the property. City shall repair,
cause to be repaired, or reimburse District for the cost of repairing damage to the Video Studio
during the period of use by City, except where such damage may be attributed to the ordinary or
reasonable use of the Video Studio. District will be responsible for normal operation,
maintenance and repair of the Video Studio and, upon any damage to the Video Studio other
than that caused during the period of use by the City, District shall repair and restore the Video
Studio to substantially the same condition existing immediately prior to said damage with all
reasonable dispatch and diligence.
6. Termination. Either Party hereto may terminate this Agreement at any time with
or without cause upon written notification. Termination will be effective one hundred and
twenty (120) days after receiving notification. By executing this Agreement, the Parties waive
any and all claims for damages that may arise from early termination under this section.
7. Indemnification. The Parties agree as follows:
A. City indemnifies, will defend, saves and holds District, its elected and
appointed officials, employees, and agents harmless from all claims or liability from personal
injury, death, property damage or any other damages including, without limitation, to suits for
defamation, intentional or negligent infliction of emotional distress and violation of civil rights,
arising from City's operation of the Video Studio, including, without limitation, its use of the
Video Studio to produce and distribute broadcasts over the El Segundo Community Cable
Channel. City's duty to defend and indemnify District extends to claims or liability arising from
the acts or statements of persons using the Video Studio or Community Cable Channel with
City's permission or authority.
B. District indemnifies, will defend, saves and holds City, its elected and
appointed officials, employees, and agents harmless from all claims or liability from personal
injury, death, property damage or any other damages including, without limitation, to suits for
defamation, intentional or negligent infliction of emotional distress and violation of civil rights,
arising from District's use of the Video Studio, including, without limitation, its use of the Video
Studio to produce and distribute broadcasts over the El Segundo Community Cable Channel for
District - controlled or sponsored programming and activities. District's duty to defend and
indemnify City extends to claims or liability arising from the acts or statements of persons using
the Video Studio or Community Cable Channel with District's permission or authority.
57
8. Limitations on Use. Neither Party may permit any person or organization to use
the Video Studio or equipment contained therein where such use is inconsistent with the
provisions of federal, state or local laws, including without limitation, Section 10900 through
10916 of the Education Code of the State of California, the El Segundo Municipal Code, or
adopted City or District policies.
9. Use Schedules. District Superintendent of the School District and the City
Manager of the City, or their designees, are hereby authorized and directed by their respective
Parties to develop necessary schedules and /or details in connection with the operation and use of
the Video Studio pursuant to this Agreement which are consistent with the above - stated
purposes.
10. Successors and Assigns. This Agreement is binding on the assigns, transferees
and successors in interest of City and District whether said successor in interest is a unified
school district or other political entity.
11. Entire Agreement. This Agreement represents the entire understanding of City
and District with respect to the subject matter herein and all prior written and oral agreements
regarding the subject matter herein are superseded by this Agreement.
12. Assi ng ment. Neither party may assign this Agreement or any interest herein.
Any such attempted assignment will be void.
13. Notices. Except as otherwise expressly provided by law, all notices or other
communications required or permitted by this Agreement or by law to be served on or given to
either party by the other party will be in writing and will be deemed served when personally
delivered to the party to whom they are directed, or in lieu of the personal service, upon deposit
in the United States Mail, certified or registered mail, return receipt requested, postage prepaid,
addressed to:
nictrirt
[xXx]
City
City Clerk
350 Main Street
El Segundo, CA 90245
Either party may change its address for the purpose of this section by giving written
notice of the change to the other party.
14. Acceptance of Facsimile Signatures. The parties agree that agreements ancillary
to this Agreement and related documents to be entered into in connection with this Agreement
will be considered signed when the signature of a party is delivered by facsimile transmission.
Such facsimile signature will be treated in all respects as having the same effect as an original
signature.
3
58
15. Gove ing Law. This Agreement has been made in and will be construed in
accordance with the laws of the State of California and exclusive venue for any action involving
this Agreement will be in Los Angeles County.
16. Partial Invalidity. Should any provision of this Agreement be held by a court of
competent jurisdiction to be either invalid or unenforceable, the remaining provisions will
remain in effect, unimpaired by the holding.
17. Construction. The language of each party of this Agreement will be construed
simply and according to its fair meaning, and this Agreement will never be construed either for
or against either party.
18. Authority/Modification. The parties represent and warrant that all necessary
action has been taken by the parties to authorize the undersigned to execute this Agreement and
to engage in the actions described herein. This Agreement may be modified by written
agreement. City's City Manager, or designee, may execute such amendment on behalf of City.
19. Counterparts. This Agreement may be executed in any number or counterparts,
each of which will be an original, but all of which taken together will constitute one instrument
executed on the same date.
IN WITNESS WHEREOF, the parties hereunto have executed this Agreement by their
officers duly authorized.
EL SEGUNDO UNIFIED SCHOOL DISTRICT CITY OF EL SEGUNDO
Superintendent
LIM
Approved As To Form: Attest:
District Counsel
4
Carl Jacobson, Mayor
Tracey Sherrill Weaver, City Clerk
Approved As To Form:
Mark Hensley, City Attorney
59
FIRST AMENDMENT TO MOU BETWEEN THE CITY OF EL SEGUNDO AND THE
EL SEGUNDO UNIFIED SCHOOL DISTRICT FOR LIBRARY SERVICES
This First Amendment to Memorandum of Understanding ( "Amendment ") is made and
entered into this day of , 2012 by and between the CITY OF EL SEGUNDO,
a municipal corporation and general law city existing under the laws of California ( "CITY ") and
EL SEGUNDO UNIFIED SCHOOL DISTRICT, a public school district organized pursuant to
the provisions of the California Education Code ( "DISTRICT ").
RECITALS
A. CITY and DISTRICT previously entered into that certain Memorandum of
Understanding regarding library services dated October 16, 2007 (the "MOU ").
B. The term of the MOU is set to expire on October 16, 2012.
C. The Parties desire to extend the term of the MOU to permit CITY to continue to
provide certain specified library services and administrative functions to DISTRICTS' school
libraries, as further described in the MOU.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein and the MOU, the Parties agree as follows:
1. Term. The Parties agree to extend the term of the MOU for a term of five (5)
years, to expire on October 16, 2017. Upon the term expiring, DISTRICT and CITY may, by
mutual agreement, extend the MOU for a similar or different period of time.
2. Continued Effect. Except as specifically set forth herein, this Amendment shall in
no way modify, alter or amend the remaining terms of the MOU, all of which are hereby ratified
by the Parties and shall remain in full force and effect. In the event of a conflict between any
term or provision of the MOU and this Amendment, the terms and provisions of this Amendment
shall control. All captions are for reference purposes only and shall not be used in the
construction or interpretation of this Amendment.
3. Counterparts. This Amendment may be executed and delivered in multiple
counterparts and each counterpart so delivered which bears the original signature of a Party shall
be binding to such Party, and all counterparts shall together constitute one original and the same
instrument.
4. Authority. Each person executing this Amendment on behalf of CITY or
DISTRICT hereby represents and warrants (a) his authority to do so, (b) that such authority has
been duly and validly conferred by that entity's governing body, board, managers or members
and (c) that said entity has the full right and authority to enter this Amendment.
W
IN WITNESS 'WHEREOF the Parties have executed this Amendment the day and year
first hereinabove written.
M
Superintendent
Approved As To Form: Attest:
District Counsel
Greg Carpenter, City Manager
Tracey Sherrill Weaver, City Clerk
Approved As To Form:
Mark Hensley, City Attorney
61
MOU BETWEEN
THE CITY OF EL SEGUNDO AND
THE EL SEGUNDO UNIFIED SCHOOL DISRICT
FOR
LIBRARY SERVICES
THIS MEMORANDUM OF UNDERSTANDING ( "MOU ") is made and entered into
this 16TH day of OCTOBER, 2007, by and between the CITY OF EL SEGUNDO, a municipal
corporation and general law city existing under the laws of California ( "CITY "), and EL
SEGUNDO UNIFIED SCHOOL DISTRICT, a public school district organized pursuant to
provisions of the California Education Code ( "DISTRICT ").
ARTICLE I. RECITALS.
The Parties enter into this MOU with reference to the following facts, objectives, and
understandings:
Section 1.01 CITY views the four existing school branch libraries and their materials as
important extensions to the public library's services;
Section 1.02 CITY invested considerable resources into the administration and operation of this
library system since December 3, 1991; and,
Section 1.03 CITY and DISTRICT seek to continue a mutually beneficial agreement whereby
the respective library facilities of the CITY and DISTRICT would be affiliated.
ARTICLE II. DEFINITIONS
Unless the contrary is stated or clearly appears from the context, the following definitions govern
the construction of words and phrases used in this MOU:
Section 2.01 "All library related capital improvements " means remodeling or expansion of the
facilities.
Section 2.02 `Building maintenance and janitorial services /supplies" means regular repairs and
maintenance on all four school library facilities so that the sites are kept safe, and good working
condition; and, that there is a regularly scheduled cleaning of all sites including floors,
bathrooms, furniture, shelves, and trash removal. The DISTRICT will provide all janitorial
supplies.
Section 2.03 "Centralized... cataloging" means that for each book or material item,
bibliographic information will be entered at the public library on their Online Computer Library
Center (OCLC) database to obtain proper classification and standardized subject cataloging. This
database information is then downloaded into a shared automated system between CITY and
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DISTRICT.
Section 2.04 "Centralized ordering" means CITY will order all materials for each school
library site, and will coordinate with DISTRICT regarding school district purchase order numbers
and accounts from which orders will be placed.
Section 2.05 "Centralized... processing" means mean that after cataloging, CITY staff will
adhere date due slips, property stamp, Dewey Decimal classification label, barcode, and book
jacket all school library materials and send them in the delivery system to the appropriate library
when completed.
Section 2.06 "Computer hardware and software programs" means CITY will provide at each
school site two dedicated computers with a shared automated system downloaded for staff to
circulate materials, and will provide two dedicated computers for students to access the same
shared online catalog.
Section 2.07 "Coordinate materials purchased" means CITY will coordinate with DISTRICT
for purchasing books and materials for all the school libraries to reduce costs and prevent
duplication of titles when possible.
Section 2.08 "Provide library staff" means:
A. Two (2) -part -time Library Assistants at each of the Center Street, Richmond Street, and
Middle School Libraries;
B. One (I)-part-time Library Assistant at the High School Library; and,
C. CITY will oversee and coordinate program needs, evaluation, implementation and review
with each school site Principal and DISTRICT's Librarian.
ARTICLE III. PARTIES' RESPONSIBILITIES
Section 3.01 CITY'S RESPONSIBILITIES. CITY agrees to generally be responsible for:
A. Administrative Functions:
1. Coordinate materials purchased for the school libraries by both DISTRICT and CITY;
2. Provide library staff to meet the needs of the library services at each school site as
determined by CITY in consultation with DISTRICT; and,
3. Provide supervision, scheduling, hiring and evaluation of CITY personnel assigned to
DISTRICT libraries;
B. Establish policies and procedures at each school for:
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1. Circulation of all materials and the collection of fines and fees;
2. Use of all library space within the facility including staff work areas, study rooms,
shelving units, storage cabinets, equipment, and the main area of the library;
3. Scheduling class visits;
4. Hours of operation;
5. CITY and DISTRICT agree that it is in the public's best interest that each library facility
be operated exclusively for library functions. Accordingly, DISTRICT representatives
cannot, without mutual agreement and notification to the CITY, use library facilities for
purposes other than library uses including, without limitation, administrative, faculty,
testing, counseling purposes, or other activities which close the libraries during normal
school hours and limit access to information resources.
C. Centralized ordering, cataloging, and processing, of collection materials; and,
D. Computer hardware equipment and software programs for the circulation of school
library materials; and, for the shared access to the school library collections through
CITY's online public catalog system.
Section 3.02 DISTRICT'S RESPONSIBILITIES. DISTRICT agrees to generally be
responsible for:
A. All library related capital improvements;
B. Providing furniture, fixtures, equipment, and consumable supplies related to library
operations and services;
C. Paying for all computers, printers, servers, cables, wireless equipment, and
telecommunication costs, except for CITY's technology responsibilities;
D. Building maintenance and janitorial services /supplies;
E. A delivery system for transporting books, materials, documents, and correspondence
between the four school libraries and main public library; and,
F. Retaining an employee qualified to oversee the daily operations, collection development,
student instruction, and supervision of the High School library and the other school
libraries ( "District Librarian"), in coordination with CITY's representatives and retaining
an employee qualified to assist the District Librarian.
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G. The distribution of a quarterly calendar to library staff which lists scheduled
testing dates, fire drills, or any other planned school activity which will close the libraries
to individual students or limit classroom access.
Section 3.03 JOINT ACCESS TO COLLECTIONS. CITY and DISTRICT will have equal
access to the collections of the other for the benefit of their respective library users.
ARTICLE IV. TERM
Section 4.01 TERM
This MOU becomes effective upon the date of its full execution and continues thereafter for a
period of three (3) years. Upon the term expiring, DISTRICT and CITY may, by mutual
agreement, extend this MOU for a similar or different period of time.
ARTICLE IV. TERMINATION
Either party may terminate this MOU by providing the other party with ninety (90) days advance
written notice.
ARTICLE V. INDEMNIFICATION
Section 5.01 INDEMNIFICATION
A. Each Party releases every other Party to this MOU from all liability to itself, its
officials, officers, employees, agents, and volunteers, for any claims, damage, or
demands for personal injury, death, or property damage, arising from or related to
this MOU.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this MOU.
ARTICLE VI. MISCELLANEOUS PROVISIONS
Section 6.01 ASSIGNMENT. The Parties understand that their status as public entities are
primary inducements for each to enter into this MOU. For this reason, the Parties agree that they
will not assign or transfer any portion of or interest in this MOU. Any attempt to assign or
transfer any portion of this MOU will be void.
Section 6.02 SEVERABILITY. If any portion of this MOU is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this MOU will continue in full force and effect.
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Section 6.03 SUCCESSORS. All the terms, conditions and covenants of this MOU will inure
to the benefit of and be binding upon the Parties' successors and assigns. The provisions of this
Section will not be deemed as a waiver of any of the conditions against assignment.
Section 6.04 NOTICES. All notices provided for herein will be in writing. Any notice
permitted or required to be served upon party may be served upon that party at:
For CITY: City of El Segundo
City Manager's Office
350 Main Street
El Segundo, CA 90245
For DISTRICT: El Segundo Unified School District
Superintendent's Office
641 Sheldon Street
El Segundo, CA 90245
Section 6.05 GOVERNING LAW. This MOU was executed in and will be construed in
accordance with the laws of the state of California and exclusive venue for any action involving
this MOU will be in Los Angeles County.
Section 6.06 HEADINGS. The headings contained herein are for convenience in reference and
are not intended to define or limit the scope of any provisions of this MOU.
Section 6.07 RULES OF CONSTRUCTION. This MOU has not been drafted or prepared by
either party hereto, the same being a fully negotiated MOU. Thus, the parties expressly agree
that any rule of construction regarding interpretation in favor of one or the other party by reason
of the party drafting the MOU will not apply.
Section 6.08 ACCEPTANCE OF FACSIMILE SIGNATURESlCOUNTERPARTS.
A. The Parties agree that agreements ancillary to this MOU, and related documents to be
entered into in connection with this MOU will be considered signed when the signature of
a party is delivered by facsimile transmission. Such facsimile signature will be treated in
all respects as having the same effect as an original signature.
B. This MOU may be executed in any number or counterparts, each of which will be an
original, but all of which together will constitute one instrument executed on the same
date.
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IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
CITY OF EL SEGUNDO,
Jeff Stewart, .
City Manager
ATTEST;
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
i
Karl H, Berger,
.Assistant City Attorney
EL SEGUNDO UNIFIED SCHOOL DISTRICT
Dr, Geoff Yantz
Superintendent
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EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of ongoing agreements and blanket
purchase orders for FY 2012 -2013 in excess of $25,000 for various departments; and
possible action to waive the formal bidding process and authorize the continued purchase of
various goods and services as described below. (Fiscal Impact: General Fund $2,089,754;
Assets Forfeiture Fund $13,000; Prop A Fund $30,000; Water Fund $136,500; Sewer Fund
$88,000; Golf Course Fund $108,000; Workers' Compensation Fund $95,365)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute an amendment to Agreement No. 4095, in a form
approved by the City Attorney, with EK & EK to (a) substitute MWW Group with EK &
EK; (b) extend the term of the agreement to September 30, 2013; (c) authorizes payment
for services up to $75,000 in FY 2012 -2013 (General Fund)
2. Authorize the City Manager to extend ongoing service agreement with Baker &
Taylor Information Services for supplying books and other library materials, and issuance
of blanket purchase order not to exceed $70,000 in FY 2012 -2013 (General Fund)
3. Authorize the City Manager to extend contract #2235 to Innovative Interfaces, Inc., for
library computer network system maintenance and issuance of blanket purchase order not
to exceed $30,000 in FY 2012 -2013 (General Fund)
4. Authorize the City Manager to extend ongoing service agreement with J. Lee
Engineering to provide plan check and inspection consulting services for the Building
and Safety Division not to exceed $150,000 in FY 2012 -2013 (General Fund)
5. Authorize the City Manager to extend ongoing service agreement with JAS to provide
plan check and inspection consulting services for the Building and Safety Division not to
exceed $100,000 in FY 2012 -2013 (General Fund)
6. Authorize the City Manager to extend ongoing service agreement with Scanning Services
Corporation; scans and inputs data into the City's document imaging system not to
exceed $25,000 in FY 2012 -2013 (General Fund)
7. Authorize the City Manager to extend ongoing service agreement with Willdan
Engineering Services to provide professional planning consulting and engineering
services to the City not to exceed $70,000 in FY 2012 -2013 (General Fund)
8. Authorize the City Manager to extend ongoing service agreement with U.S. HealthWorks
to provide an extremely cost effective method of delivery of pre - employment and
occupational medical services not to exceed $45,000 in FY 2012 -2013 (General Fund)
9. Authorize the City Manager to extend ongoing service agreement with Westchester
Medical Group /Center for Heart and Health to provide annual safety employees fitness
for duty and executive physical examinations not to exceed $70,000 in FY 2012 -2013
(General Fund)
M
10. Authorize the City Manager to extend ongoing service agreement with York Risk
Services Group to administer workers' compensation claims not to exceed $95,365 in FY
2012 -2013 (Workers' Compensation Fund)
11. Authorize the El Segundo Fire Department to waive the bidding process per El Segundo
Municipal Code §1 -7 -10 to purchase medical and pharmaceutical supplies, and
piggyback on the City of El Cajon's Bound Tree Medical, Inc. ( "Bound Tree ") Bid #005-
12, and authorize issuance of a blanket purchase order to Bound Tree for medical and
pharmaceutical supplies not to exceed $26,000 in FY 2012 -2013 (General Fund)
12. Authorize the issuance of a blanket purchase order to UCLA Center for Pre - Hospital
Care for continuing education, defibrillation training and AED program oversight not to
exceed $32,600 in FY 2012 -2013 (General Fund)
13. Authorize the City Manager to execute a one -year contract with All Cities Management
Company to provide crossing guard services for the El Segundo School District not to
exceed $80,000 in FY 2012 -2013 (General Fund)
14. Authorize the issuance of a blanket purchase order to Mayer Hoffman McCann PC
(Agreement #3866) for auditing services not to exceed $55,910 in FY 2012 -2013
(General Fund)
15. Authorize all El Segundo City Departments to waive the bidding process per El Segundo
Municipal Code § 1 -7 -10 to purchase maintenance /repair operating supplies, and
industrial supplies, and piggyback on U.S. Communities Government Purchasing
Alliance Contract # 11019 -RFP awarded to Home Depot U.S.A. Inc., and authorize
issuance of a citywide open purchase order to Home Depot for maintenance /repair
operating supplies, and industrial supplies, under the agreement not to exceed $25,000 in
FY 2012 -2013 (General Fund)
16. Authorize all El Segundo City Departments to waive the bidding process per El Segundo
Municipal Code § 1 -7 -10 to purchase office supplies, related products and off -site office
services, and piggyback on The Cooperative Purchasing Network (TCPN) Contract #
R5023 awarded to Office Depot, and authorize issuance of a citywide open purchase
order to Office Depot for office supplies, related products and off -site office services
under the agreement not to exceed $60,000 in FY 2012 -2013 (General Fund)
17. Authorize the issuance of a blanket purchase order to Main Street Management for
leasing of office space for Residential Sound Insulation (RSI) program. The annual lease
payment is not to exceed $33,000 in FY 2012 -2013 (General Fund)
18. Authorize the issuance of a blanket purchase order to 612 Twin Holdings, LLC for
parking garage annual lease. The annual lease payment is not to exceed $260,000 in FY
2012 -2013 (General Fund)
19. Authorize the issuance of a blanket purchase order to Lane Donovan Partners, LLC
(Agreement #3399) to provide management services for The Lakes Golf Course for an
amount not to exceed $108,000 in FY 2012 -2013 (Golf Course Fund)
20. Authorize the issuance of a blanket purchase order to TruGreen Landcare (Agreement
#4096) to provide weekly landscape services for an amount not to exceed $153,504 in FY
2012 -2013 (General Fund)
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21. Authorize the City Manager to extend ongoing tree maintenance services agreement with
Great Scott Tree Service Inc. (Agreement #3476) for services not to exceed $70,000 in
FY 2012 -2013 (General Fund)
22. Authorize staff to continue to purchase gasoline and diesel fuel for City vehicles and
equipment through the use of spot market purchasing in an amount not to exceed
$315,000 (Various)
23. Authorize the issuance of a blanket purchase order to Metron Farnier & Actaris in an
amount not to exceed $100,000 in total for the purchase of single jet water meters for the
City's water system in FY 2012 -2013 (Water Enterprise Fund)
24. Authorize the issuance of a blanket purchase order to Blue Diamond Materials, a division
of Sully Miller Contracting Company in an amount not to exceed $30,000 for the
purchase of asphalt paving materials for Street Maintenance Division projects in FY
2012 -2013 (General Fund)
25. Authorize the issuance of a blanket purchase order to Flo- Systems, Inc. in an amount not
to exceed $75,000 for ongoing repair and maintenance of the City's sewer and storm
water stations in FY 2012 -2013 (Sewer Fund)
26. Authorize the City Manager to extend ongoing custodial services agreement with Bell
Building Services (Agreement #3898) and issuance of blanket purchase order not to
exceed $66,540 in FY 2012 -2013 (General Fund)
27. Authorize the issuance of a blanket purchase order to Infosend, Inc. (Agreement #4203)
to provide water utility bill print and mail services for an amount not to exceed $27,500
in FY 2012 -2013 (Water Funds)
28. Authorize the City Manager to extend the ongoing professional service Agreement
(4269) with Aerotek for providing temporary staffing service for the Public Works
Department not to exceed $50,000 in FY 2012 -2013 (General Fund)
29. Authorize the City Manager to execute a one -year contract with the Society for the
Prevention of Cruelty to Animals Los Angeles for animal sheltering services, not to
exceed $28,200 in FY 2012 -2013 (General Fund)
30. Authorize the City Manager to execute a one -year contract with Duncan Solutions
(formerly Enforcement Technology Inc.) for processing of parking citations /collections,
not to exceed $77,000 in FY 2012 -2013 (General Fund)
31. Authorize the City Manager to execute a one -year contract amendment and /or purchase
order with Tyler Technologies who provide financial software to manage the City's
General Ledger, Accounts Receivable, Accounts Payable, Payroll, and Human
Resources. This item is for annual licensing, maintenance, and support of these systems
not to exceed $36,000 in FY 2012 -2013 (General Fund)
32. Authorize the City Manager to extend ongoing 3 -year contract for an additional 3 -years
(per existing contract) to provide uniforms & equipment to police personnel, not to
exceed $60,000 in FY 2012 -2013 (General Fund)
33. Authorize the City Manager to purchase broadband airtime for ESPD (via their
GPS /AVL). Not to exceed $25,000 in FY 2012 -2013 (General Fund)
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34. Authorize the City Manager to execute a one -year contract with Active Network for the
purpose of a city -wide Class Casher & Scheduling System. Not to exceed $36,000 in FY
2012 -2013 (General Fund)
ATTACHED SUPPORTING DOCUMENTS: N/A
FISCAL IMPACT:
Amount Budget: $2,560,619
Additional Appropriation: N/A
Account Number(s):
001 - 400 - 2402 -6214
80,000
001 - 400 - 2403 -6214
265,000
001 - 400 - 2502 -6214
55,910
001 - 400 - 2505 -6217
36,000
001 - 400 - 2506 -6214
115,000
001 - 400 - 2506 -6217
36,000
001- 400 - 2901 -5203
25,000
001- 400 - 2901 -5204
60,000
001- 400 - 2901 -6405
80,000
001- 400 - 2901 -6406
75,000
001 - 400 - 2901 -6116
33,000
001 - 400 - 2901 -6222
260,000
001 - 400 - 3101 -4215
60,000
001 - 400 - 3101 -6206
102,000
001 - 400 - 3108 -6206
28,200
001 - 400 - 3202 -6214
22,900
001 - 400 - 3202 -6223
9,700
001 - 400 - 3203 -5204
26,000
001 - 400 - 4202 -5204
30,000
001 - 400 - 4601 -5215
250,000
001 - 400 -5101 -6206
290,044
001 - 400 - 6103 -5505
16,000
001 - 400 - 6103 -5507
2,200
001-400-6104-5501
51,800
001 - 400 - 6104 -6215
30,000
109- 400 - 3105 -5215
13,000
112 - 400 -5292 -5215
30,000
501- 400 - 7102 -5215
9,000
501- 400 - 7102 -6206
19,250
501- 400 - 7102 -6253
8,250
501- 400 - 7201 -5207
100,000
502- 400 - 4301 -5215
13,000
502- 400 - 4301 -6206
75,000
503- 400 -5301 -6214
108,000
603 - 400 - 2321 -6214
95,365
Various PW FT
Salaries Accounts
50,000
ORIGINATED BY: Trang Nguyen, Accounting Manager
REVIEWED BY: Deborah Cullen, Director of F' ance/Human Resources%
APPROVED BY: Greg Carpenter, City Manager
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BACKGROUND AND DISCUSSION:
This is an annual request for authorization regarding Citywide blanket purchase orders and
agreements in conjunction with the annual budget adoption. Below are details relating to each
item described above:
CITY MANAGER
EK & EK
EK & EK will continue working on behalf of the City as its advisors and advocate for the City
regarding issues relating to Los Angeles World Airports (LAWA) and Los Angeles International
Airport (LAX), transportation issues relating to the Metropolitan Transportation Authority, or
assisting with the City's relationship with other City of Los Angeles agencies, including
Department of Water and Power, and assisting with situation involving the County of Los
Angeles and Wisebum School District. The City's assigned lobbyist from MWW recently took a
new position with EK & EK. Based on knowledge base of this individual, Staff recommends this
change in firms.
This amendment is to extend the Agreement through September 30, 2013 not to exceed $75,000
in FY 2012 -2013. Account number: 001 - 400 - 2901 -6406 (LAX Master Plan Intervention).
LIBRARY
Baker and Taylor
Baker and Taylor, the Library's leading supplier of books, music, books on CD, DVD's and
other items, offers substantial savings up to 45% under retail cost. Appropriations are being
requested for the following accounts for fiscal year 2012 -2013:
001 - 400 - 6104 -5501 Adult Materials $51,800
001 - 400 - 6103 -5505 Youth Materials $16,000
001 - 400 - 6103 -5507 School Library Materials $ 2,200
Innovative Interfaces, Inc.
Innovative Interfaces, Inc. provides maintenance of the Library's online network system for
cataloging, circulation, patron access to materials, archive collections and administrative
functions in the amount of $30,000 in FY 2012 -2013. Account number 001 - 400 - 6104 -6215.
PLANNING AND BUILDING SAFETY
J. Lee Enizineerin
J. Lee Engineering provides plan check and inspection consulting services for the Building and
Safety Division. These services are utilized when workload exceeds the level that would
preclude City staff from meeting customer service expectations. Not to exceed $150,000 in FY
2012 -2013. Account number: 001 - 400 - 2403 -6214.
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JAS
JAS provides plan check and inspection consulting services for the Building and Safety Division.
These services are utilized when workload exceeds the level that would preclude City staff from
meeting customer service expectations. Not to exceed $100,000 in FY 2012 -2013. Account
number: 001 - 400 - 2403 -6214.
Scanning Services Corporation
Scanning Services Corporation scans and inputs data into the City's document imaging system.
The department is no longer microfilming plans. All necessary documents are scanned and are
available on the computer. The requested funds will allow staff to keep moving in this direction.
Additionally, staff hopes to begin converting historical microfilm records for both the building
and planning divisions to a digital format so that they are available on the computer for staff and
eventually viewable by the public on the internet. The Building Division budget allocated
$18,000 and the Planning Division budget allocated $7,000 not to exceed $25,000 in FY 2012-
2013. Accounts:
001 - 400 - 2403 -6214 in the amount of $18,000
001 - 400 - 2402 -6214 in the amount of $7,000
Willdan Engineering Services
Willdan Engineering Services provides professional planning consulting and engineering
services to the City. Willdan has provided a Senior Planner to supplement planning staffing
when workload and specific planning development projects necessitate additional staffing.
Additionally, the City occasionally needs professional engineering services related to
development projects. The Planning Division anticipates using professional planning consulting
services in fiscal year 2012 -13 for projects that will be developer funded. The amounted
allocated to Willdan Engineering Services is not to exceed $70,000 in FY 2012 -2013. Account
Number: 001 - 400 - 2402 -6214.
HUMAN RESOURCES
US HealthWorks
U.S. HealthWorks, a national provider of occupational medical healthcare, is the largest provider
of workers' compensation/occupational medical services in the state of California and has over
thirty facilities in Southern California including its El Segundo Facility, located at 390 N.
Sepulveda Blvd., Suite 1000. U.S. HealthWorks provides an extremely cost effective method of
delivery of pre - employment and occupational medical services, with a lower average case cost
than other occupational medical providers. Other advantages of utilizing U.S. HealthWorks
include:
• Initial injury treatment and regulated drug testing services are available 24 hours a day, 7
days a week
• Provides cost effective appointments for pre - employment physicals, drug screens and
follow -up injury treatments
• Its location in El Segundo provides direct, easy access for our employees and its
numerous Southern California facilities allows additional treatment options for our
geographically dispersed employees
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• The El Segundo facility has both an on -site multi - specialty department (including
orthopedics and neurology) and a Physical Therapy Department open Monday through
Friday, 8:00 a.m. — 5:00 p.m.
• Parking is convenient, plentiful and validated
• If needed, U.S. HealthWorks provides free door -to -door transportation for employee's
first injuries, at no charge.
This will be the City's sixth year with U.S. HealthWorks. In addition to successfully
implementing the City's pre - employment drug testing and medical examination protocols, U.S.
HealthWorks has provided a variety of medical protocols and services for El Segundo Police
Department arrestees and coordinated the establishment of a Hepatitis Twinrix Vaccination
Program for job classifications identified as eligible per Cal OSHA.
The total cost for fiscal year 2012 -2013 is not to exceed $45,000 (for pre - employment medical
services and protocols and occupational injury and illness services). Account number: 001 -400-
2506 -6214
Westchester Medical Group /Center for Heart and Health
The City has a longstanding relationship with Westchester Medical Group /Center for Heart and
Health to provide Safety employees annual Fitness for Duty and Executive physical
examinations. This long standing physical examination program continues to meet or exceed
staff's expectations. Westchester Medical Group /Center for Heart and Health is also
distinguished by their extensive involvement with public sector clients. Together, with its June
2006 relocation from Los Angeles to El Segundo (360 N. Sepulveda Blvd., Suite 3000), and the
significant expansion of its medical facility, the company has increased its accessibility and level
of service to our employees. Westchester Medical Group /Center for Heart and Health also
incorporated a respirator certification component to the Fitness for Duty examinations.
The annual safety employee Fitness for Duty examinations are not to exceed $60,000 and
Executive Physical examinations are not to exceed $10,000, with a combined total not to exceed
$70,000 for fiscal year 2012 -2013. Account number: 001 - 400 - 2506 -6214
York Risk Services Group, Inc.
YORK Risk Services Group, Inc. (formerly SCRMA — Southern California Risk Management
Associates, Inc.) has served as the third -party administrator (TPA) for workers' compensation
claims since 1988. Following a formal request for proposal process from seven firms in 2008,
the City awarded the contract to YORK Risk Services Group, Inc. The following selection
criteria were considered in continuing to use YORK Risk Services Group, Inc. as the TPA for
Workers' Compensation claims:
• Established record of consistent professional service and reputation within the industry
• High quality references from public entities, particularly full service municipalities
• Staffing and experience levels
• Cost effectiveness of medical and legal cost and legal cost containment services and
activities
• Overall cost - benefit advantages
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The contract between the City and YORK Risk Services Group, Inc. has an option to extend for
two additional years beginning within the FY 2012 -2013. The City has chosen to extend the
contract in one -year increments and is currently extending the contract for the 2013 calendar
year. The amendment to this contract for the period January 1, 2013 through December 31, 2013
is not to exceed $95,365. Account number: 603 - 400 - 2321 -6214.
FIRE DEPARTMENT
Bound Tree Medica! Inc.
The El Segundo Fire Department has been purchasing and storing paramedic medical supplies
since 1998 as mandated by the County of Los Angeles, Emergency Medical Services Agency.
For seven years, the Fire Department utilized Bound Tree for paramedic medical supplies
through a piggyback on an existing competitively bid award. In 2005, staff recommended a
change in vendors due to supply availability issues and billing problems. Since that time, Bound
Tree has significantly improved its service and has streamlined their ordering process which is
integrated with the Department's internal process. In addition to favorable pricing and timely
deliveries, Bound Tree has since expanded their inventory and offers a full range of
pharmaceutical supplies which allows the Fire Department to consolidate these types of
purchases and receive better pricing with a single vendor.
The El Segundo Fire Department recommends that the City Council waive the formal bidding
process per El Segundo Municipal Code §1 -7 -10 to purchase medical and pharmaceutical
supplies, and piggyback on the formal, competitive bid used by the City of El Cajon. Account
number: 001 - 400 - 3203 -5204 in the amount of $26,000 for FY 2012 -2013.
UCLA
The UCLA Center for Pre - Hospital Care provides education services to the El Segundo Fire
Department, through: continuing education with staff in pre - hospital and emergency medicine to
maintain certification and licensure as EMT -Basic or EMT - Paramedic (collectively referred to as
"CE" Programs "), primary education to obtain licensure as an EMT - Defibrillation ( "EMT -D ")
Provider, and provide quality improvement services to maintain or enhance the quality of patient
care (referred to as "QI Services ").
The Fire Department also has automatic external defibrillators (AEDs) in service which require
that personnel who operate this equipment must be trained and certified as Emergency Medical
Technician- Defibrillation (EMT -D). In addition, the citywide AED program requires employee
training and oversight, and these fees have been absorbed into the existing Fire Department fees.
The El Segundo Fire Department recommends the authorization of a blanket purchase order to
the UCLA Center for Pre - Hospital Care for FY 2012 -2013 to enable the Fire Department to
continue to receive the services provided by UCLA. Not to exceed $32,600 in accounts:
001 - 400 - 3202 -6223 in the amount of $9,700
001 - 400 - 3202 -6214 in the amount of $22,900
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FINANCE
All Cities Management Company
On September 16, 2008, City Council approved an appropriation for ESUSD crossing guard
services under Special Orders of Business, Item #6 within the 2008 -2009 Budget Appropriations
This contract includes 6 crossing guards for a total of 5364 hours. The contract is expected to be
renewed year to year as long as ACMS performance meets the City's and ESUSD's
expectations. The annual cost of funding service this contract is not to exceed $80,000 for FY
2012 -2013. Account number: 001 - 400 - 2901 -6405
Mayer Hoffman McCann P.C.
On October 21, 2008, City Council approved a three years contract with option to extend for
another two years with Mayer Hoffman McCann P.C. for auditing services. The three years
contract was for 2008 -2010. Fiscal year 2011 -2012 will be the second of the two year extension
option with MHM. The annual cost of extending this contract is $55,910 for FY 2012 -2013.
Account number: 001 - 400 - 2502 -6214.
Home Depot
Home Depot is one of the main suppliers for maintenance /repair supplies and industrial supplies
for the City. In FY 2011 -2012, Citywide purchases combined exceeded $2,500 annual from
various Department/Divisions, therefore purchases for FY 2012 -2013 at Home Depot can only
be made through the Citywide Blanket Purchase Order. The Blanket Purchase Order will be
maintained with the Purchasing Agent. The amount for the purchase order will not exceed
$25,000 for FY 2012 -2013 in account 001 - 400 - 2901 -5203. Accounts Payable will prepare
monthly journal entries to charge back the Department/Divisions based on monthly
statement /invoices from Home Depot.
Office Depot
Office Depot is one of the main suppliers for office supplies, related office products and off -site
services for the City. In FY 2011 -2012, Citywide purchases combined exceeded $2,500 annual
from various Department/Divisions, therefore purchases for FY 2012 -2013 at Office Depot can
only be made through Citywide Blanket Purchase Order. The Blanket Purchase Order will be
maintained with Purchasing Agent. The amount for the purchase order will not exceed $60,000
for FY 2012 -2013 in account 001 - 400 - 2901 -5204. Accounts Payable will prepare monthly
journal entries to charge back the Department /Divisions based on monthly statement /invoices
from Office Depot.
76
Main Street Management
On June 2, 2009, Council approved an ongoing lease with Main Street Management for
additional office space needed for Residential Sound Insulation (RSI) program. The office space
is located at 333 Main Street. This lease agreement will continue for FY 2012 -2013. The annual
payment is not to exceed $33,000 in FY 2012 -2013. Account number: 001 - 400 - 2901 -6116.
612 Twin_ Hold_i_n_�s, LLC
On June 18, 2002, the City entered into an agreement with 612 Twin Holdings, LLC for the
leasing of parking structure on 121 W. Grand Ave. This lease agreement will continue for FY
2012 -2013. The annual payment is not to exceed $260,000 in FY 2012 -2013. Account number:
001 - 400 - 2901 -6222.
RECREATION & PARKS
Lane Donovan Partners_, LLC
Since 2004, Lane Donovan Partners, LLC has been providing management services for The
Lakes Golf Course on a month -to -month agreement (Agreement #3399). Staff recommends
renewing the agreement for FY 2012 -2013; total cost for services is the same since 2004 for
amount to exceed $108,000. Account number: 503- 400 -5301 -6214.
TruGreen Landcare
TruGreen Landcare has been providing the City with landscape maintenance services for over
twenty years. For FY 2010 -2011, TruGreen Landcare submitted the lowest bid for RFP# 10 -07
in the amount of $137,322 for bi- weekly services and $153,504 for weekly services. On October
19, 2010, City Council approved Item # 5 under Consent Agenda to award the contract for three
years (Agreement #4096). The services include weekly services for 12 parks, 5 median strips,
Richmond School Field, Fire Station #2, Douglass underpass, City Maintenance Facility, and
The Lakes parking lot and frontage. Weekly services will be provided for FY 2012 -2013 for
amount not to exceed $153,504. Account number: 001 - 400 -5101 -6206.
Great Scott Tree Service
On September 15, 2009, City Council approved Item #13 under Consent Agenda for the
extension of Great Scott Tree Service Inc. for two years, with three years of renewal periods.
Services include tree removals, tree maintenance, tree planting, and tree trimming. The contract
amount is for $100,000; based on the Department's needs or approved budget. For FY 2012-
2013, staff recommends renewing Agreement 3476A for $70,000. Account number: 001 -400-
5101 -6206.
PUBLIC WORKS
Fuel for City Vehicles and Equipment
Generally, fuel is purchased either through spot market purchases or long -term contracts. Spot
purchasing consists of shopping around each time fuel is needed and purchasing fuel from the
lowest priced vendor. This type of purchasing usually occurs when the fuel market is volatile as
it has been for the last three years. During periods of stability, agencies enter into long -term fuel
contracts. Pricing under long -term contact is tied to a published fuel price baseline plus a
77
markup. The recent volatility in the market has forced vendors to significantly raise this markup,
making long -term contracts unattractive. Under the City's last long -term contract through Los
Angeles Metropolitan Public Purchasing Agents' Cooperative (LAMPPAC), there was virtually
no markup. When that contract expired in September 2005, the fuel market was quite volatile
and City Council authorized staff to purchase gasoline and diesel fuel through the use of spot
market purchases.
Many agencies including Cities of Manhattan Beach, Redondo Beach and Hawthorne have opted
to purchase fuel through spot purchases in lieu of entering into long -term contracts since the
expiration of the LAMPAC contact. Staff continuously monitors long -term contracts available
in the industry. When the terms of long -term contracts improve such that the price is a few cents
over the market baseline, staff will again recommend entering into a long -term fuel contract.
Pursuant to El Segundo Municipal Code (ESMC) § 1 -7 -10, relating to purchases and supplies,
the City Council may at any time, by a majority vote and without amending the ESMC, waive
purchasing procedures or alter proceedings to fit a specific purchase, when the waiver is not in
violation of State law. Spot purchasing is the sort of modified purchasing arrangement that
requires such a waiver by Council. It is possible that the total of purchases from any one vendor
may exceed $25,000; therefore, Council approval of spot purchasing is requested. The City is
budgeting $315,000 for FY 2012 -2013 in accounts:
001 - 400 - 4601 -5215 in the amount of $250,000
109 - 400 - 3105 -5215 in the amount of $13,000
112 - 400 -5292 -5215 in the amount of $30,000
501- 400 - 7102 -5215 in the amount of $9,000
502- 400 - 4301 -5215 in the amount of $13,000
Water Meters — Metron Farnier & Actaris
The City's water distribution system includes approximately 250 large commercial compound
water meters three to eight inches in diameter. As large meters age, they become less accurate
and tend to register water usage that is below actual consumption. It is common in the water
industry to replace older large meters as they are typically the greatest source of unbilled water
or lost water. When meters are replaced, the Water Division installs single jet water meters
rather than compound water meters. The single jet meters provide increased metering accuracy,
excellent low flow registration, and less maintenance part. The cost to replace each meter ranges
from $2,000 to $5,000, dependent upon size.
Staff plans to continue replacing meters in FY 2012 -2013 and recommends continuing to
purchase meters from Metron Farnier & Actaris, the only two vendors that supply this type of
meter, in an amount not to exceed $100,000 in total. Account numbers: 501- 400 - 7201 -5207.
Asphalt Paving Materials — Blue Diamond Materials
The Street Maintenance Division repairs approximately 50,000 square feet of pavement
annually. Pavement repair work includes potholes, pavement failures, repairs from tree root
damage and utility cuts, general street repairs throughout the City and preparation for slurry seal
04
projects. Through the FY 2012 -2013 budget process, $30,000 was budgeted for the annual
expenditure of asphalt paving materials.
Street Maintenance Division personnel drive a City dump truck to retrieve asphalt paving
materials. There are three local vendors that supply the materials.
Pricing for asphalt paving materials is variable and dependent upon the oil and aggregate market.
The pricing for asphalt concrete in the table above was based on a spot market quote on
September 4, 2012.
For FY 2012 -2013 staff recommends continuing the purchase or asphalt paving materials from
Blue Diamond Materials, on a single - source basis, in an amount not to exceed $30,000 for the
following reasons:
1. Closer proximity to City reduces staff driving time, fuel and liability
2. Availability of materials — two locations
3. Lowest overall cost when factoring in travel time costs and staff downtime
4. Reduced temperature loss from being transported shorter distances
At this time, Blue Diamond Materials is the more reasonable choice based upon pricing,
proximity and availability. Staff will continue to monitor asphalt concrete prices and return to
Council if a change in vendors is warranted. Account number: 001 - 400 - 4202 -5204.
Sewer and Storm Water Station Maintenance — Flo - Systems, Inc.
Flo- Systems Inc. has been providing ongoing repair and maintenance for the City's sewer and
storm water stations for over 20 years and is currently under contract. It is the local distributor
for the majority of parts and equipment utilized in our pump stations. In addition, Flo- Systems is
the factory authorized repair company for the City's new telemetry system (sole source). Its
services include both preventative and emergency repair along with parts ordering. For FY
2012 -2013, the annual cost of funding is not to exceed $75,000. Account number: 502 -400-
4301 -6206.
Bell Building Services
Bell Building Services provide custodial services for Recreation Park facilities, Teen Center,
Camp Eucalyptus, Urho Saari, outdoor pools, and Campus El Segundo. For FY 2012 -2013, staff
recommends renewing Agreement # 3898 for Recreation & Park services for amount not to
exceed $66,540. Account number: 001 - 400 -5101 -6206.
79
Location
Miles from City
C -2 Asphalt
Concrete/Ton
All American Asphalt
Westminster
27
$90.00
Blue Diamond Materials
Inglewood & Southgate
5 & 17
$65.00
Vulcan Materials
Los Angeles
19
$68.00
Pricing for asphalt paving materials is variable and dependent upon the oil and aggregate market.
The pricing for asphalt concrete in the table above was based on a spot market quote on
September 4, 2012.
For FY 2012 -2013 staff recommends continuing the purchase or asphalt paving materials from
Blue Diamond Materials, on a single - source basis, in an amount not to exceed $30,000 for the
following reasons:
1. Closer proximity to City reduces staff driving time, fuel and liability
2. Availability of materials — two locations
3. Lowest overall cost when factoring in travel time costs and staff downtime
4. Reduced temperature loss from being transported shorter distances
At this time, Blue Diamond Materials is the more reasonable choice based upon pricing,
proximity and availability. Staff will continue to monitor asphalt concrete prices and return to
Council if a change in vendors is warranted. Account number: 001 - 400 - 4202 -5204.
Sewer and Storm Water Station Maintenance — Flo - Systems, Inc.
Flo- Systems Inc. has been providing ongoing repair and maintenance for the City's sewer and
storm water stations for over 20 years and is currently under contract. It is the local distributor
for the majority of parts and equipment utilized in our pump stations. In addition, Flo- Systems is
the factory authorized repair company for the City's new telemetry system (sole source). Its
services include both preventative and emergency repair along with parts ordering. For FY
2012 -2013, the annual cost of funding is not to exceed $75,000. Account number: 502 -400-
4301 -6206.
Bell Building Services
Bell Building Services provide custodial services for Recreation Park facilities, Teen Center,
Camp Eucalyptus, Urho Saari, outdoor pools, and Campus El Segundo. For FY 2012 -2013, staff
recommends renewing Agreement # 3898 for Recreation & Park services for amount not to
exceed $66,540. Account number: 001 - 400 -5101 -6206.
79
Infosend, Inc.
Infosend, Inc. provides professional services to the City for business license renewal notices.
For FY 2012 -2013, staff recommends amending Agreement #4203 to include water utility bill
print and mail services for the amount not to exceed $27,500 in accounts:
501- 400 - 7102 -6206 $19,250
501- 400 - 7102 -6253 $8,250
Aerotek
On March 1, 2012, the City entered into an Oncall Service Agreement with Aerotek to provide
temporary staffing in an amount not to exceed $25,000 for FY 2011 -2012. For FY 2012 -2013,
staff recommends amending Agreement #4269 for another fiscal year to provide temporary
staffing if needed by Public Works Department in an amount not to exceed $50,000. Savings
from various full -time salaries accounts in Public Works Department will be used to fund this
contract in FY 2012 -2013.
POLICE DEPARTMENT
Society for the Prevention of Cruelty to Animals Los Angeles (SPCALA)
The SPCALA provides animal sheltering services for the Police Department's Animal Control
program. The SPCALA is utilized to shelter dogs, cats, wild animals, etc. that are captured,
found or given to the Animal Control program. The City has contracted with the SPCALA for
sheltering services since the Police Department took over all animal control functions not to
exceed $28,200 in FY 2012 -2013. Account number: 001 - 400 - 3108 -6206.
Duncan Solutions
Duncan Solutions provides a maintenance contract for the Police Department Traffic Division's
Processing system. This system is utilized by parking personnel to issue parking citations.
Duncan Solutions also provides a collection service for delinquent parking citations not to
exceed $77,000 in FY 2012 -2013. Account number: 001 - 400 - 3101 -6206.
Tyler Technologies Eden Financial Management Svstem
The City utilizes Tyler Technologies financial software to manage the City's General Ledger,
Accounts Receivable, Accounts Payable, Payroll, and Human Resources. This item is for annual
licensing, maintenance, and support of these systems. The total cost will not exceed $36,000 in
FY 2012 -2013. Account number: 001 - 400 - 2506 -6217.
Gall's Uniform
Gall's Uniforms provided uniforms & equipment to Police Personnel as initial issuance and/or
replacement of same throughout the year, as part of the equipment replacement fund. Personnel
works through the Administrative Officers for issuance, which is approved via the
Administrative Captain. The total cost will not exceed $60,000 in FY 2012 -2013. Account
number: 001 - 400 - 3101 -4215.
80
GPSIAVL Broadband Airtime
The airtime necessary for )SPD to activate and run on an ongoing basis for their GPS /AVL
vehicle system. The total cost will not exceed $25,000 in FY 2012 -2013. Account number: 001-
400- 3101 -6206.
Active Network
The vendor provides the Glass Cashier & Scheduling for the city -wide program. The total cost
will not exceed $36,000 in FY 2012 -2013. Account number: 001400 -2505 -6217.
81
EL SEGUNDO CITY COUNCIL
MEETING DATE: September 18, 2012
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding Adoption of the Resolutions updating the employer's
contribution under the Public Employees' Medical and Hospital Care Act for the El Segundo Fire
Fighters' Association, and the El Segundo Police Officers' Association.
(Fiscal Impact: Active Employees: $53,000.00; Retirees $19,000.00)
RECOMMENDED COUNCIL ACTION:
1) Adopt the attached resolutions;
2) Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1) Proposed Resolutions
FISCAL IMPACT: $ 72,000.00
Amount Budgeted: $3,914,683.00
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Julie DeZiel, Human Resources Analyst
REVIEWED BY: Deborah Cullen, Director of Finance / Human Resources
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND & DISCUSSION:
The City files with the Public Employees Retirement System (PERS) the annual Resolutions reflecting
changes in the City's contribution for employees and annuitants under the Public Employees Medical
and Hospital Care Act (PEMHCA).
Changes in the contribution amounts are as follows:
Employee Group 2012 Contribution 2013 Contribution
Firefighters' Association $1226.85 /month $1288.30 /month
Police Officers' Association $1226.85 /month $1288.30 /month
The City's maximum contribution for the retirees in all of these groups is the same as for active,
represented employees.
The proposed budgeted amounts for Fiscal Year 2012 — 2013 are $1,593,282.00 for retiree health and
$2,321,411.00 for active employees. The incremental cost increase is included in the FY 2012 -2013
budget.
RESOLUTION NO.
A RESOLUTION FIXING THE EMPLOYER'S
CONTRIBUTION UNDER THE PUBLIC EMPLOYEES'
MEDICAL AND HOSPITAL CARE ACT FOR THE
EL SEGUNDO POLICE OFFICERS' ASSOCIATION.
The City Council of the City of El Segundo does resolve as follows:
SECTION 1: The City Council finds as follows:
A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees'
Medical and Hospital Care Act shall fix the amount of the employer's contribution at an amount not
less than the amount required under Section 22892 (b)(1) of the Act, and
B. The City of El Segundo, hereinafter referred to as Public Agency is local agency contracting under the
Act for participation by members of the El Segundo Police Officers' Association.
SECTION 2: The Employer's contribution for each employee or annuitant shall be the amount necessary to
pay the full cost of his/her enrollment, including the enrollment of his/her family members, in a health benefits
plan up to a maximum of $1,288.30 per month, plus administrative fees and Contingency Reserve Fund
Assessments.
SECTION 3: The City of El Segundo has fully complied with any and all applicable provisions of
Government Code Section 7507 in electing the benefits set forth above.
SECTION 4: The City Clerk is directed to certify the Passage and Adoption of this Resolution; enter
same in the Book of Original Resolutions; and make a Minute of its adoption in the City's records and in
the Minutes of the meeting when it was adopted.
SECTION 5: Under Government Code § 22892, this Resolution will become effective January 1, 2013
and will remain effective unless repealed or superseded.
PASSED, APPROVED AND ADOPTED this W' day of September, 2012.
Carl Jacobson
Mayor
1.
83
CERTIFICATION
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
CITY OF EL SEGUNDO
1, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number
of members of the City Council of said City is five; that the foregoing Resolution No, was duly
passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City
Clerk all at a regular meeting of said Council held on the 18"' day of September, 2012, and the same was so
passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:.
NOT PARTICIPATING:
WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18'x' day of
September, 2012.
2.
Tracy Weaver, City Clerk
of the City of El Segundo,
California
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
0
Karl H. Berger
Assistant City Attorney
84
RESOLUTION NO.
A RESOLUTION FIXING THE EMPLOYER'S
CONTRIBUTION UNDER THE PUBLIC EMPLOYEES'
MEDICAL AND HOSPITAL CARE ACT FOR THE
EL SEGUNDO FIREFIGHTERS' ASSOCIATION.
The City Council of the City of El Segundo does resolve as follows:
SECTION l: The City Council fmds as follows:
A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees'
Medical and Hospital Care Act shall fix the amount of the employer's contribution at an amount not
less than the amount required under Section 22892 (b)(1) of the Act, and
B. The City of El Segundo, hereinafter referred to as Public Agency is local agency contracting under the
Act for participation by members of the El Segundo Firefighters' Association.
SECTION 2: The Employer's contribution for each employee or annuitant shall be the amount necessary to
pay the full cost of his/her enrollment, including the enrollment of his/her family members, in a health benefits
plan up to a maximum of $1,288.30 per month, plus administrative fees and Contingency Reserve Fund
Assessments.
SECTION 3: The City of El Segundo has fully complied with any and all applicable provisions of
Government Code Section 7507 in electing the benefits set forth above.
SECTION 4: The City Clerk is directed to certify the Passage and Adoption of this Resolution; enter
same in the Book of Original Resolutions; and make a Minute of its adoption in the City's records and in
the Minutes of the meeting when it was adopted.
SECTION 5: Under Government Code § 22892, this Resolution will become effective January 1, 2013
and will remain effective unless repealed or superseded.
PASSED, APPROVED AND ADOPTED this 18th day of September, 2012.
Carl Jacobson
Mayor
11
85
CERTIFICATION
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
CITY OF EL SEGUNDO
1, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number
of members of the City Council of said City is five; that the foregoing Resolution No. was duly
passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City
Clerk all at a regular meeting of said Council held on the 18`" day of September, 2012, and the same was so
passed and adopted by the following vote:
AYES:.
NOES:
ABSENT:
ABSTAIN:
NOT PARTICIPATING:
WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18" day of
September, 2012.
2.
Tracy Weaver, City Clerk
of the City of El Segundo,
California
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
13y:
Karl H. Berger
Assistant City Attorney
86
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding 1) Approval of class specifications and 2)
Adoption of a Resolution providing for the implementation of job classification and salary
changes in the Fiscal Year 2012 -2013 Operating Budget (Fiscal Impact: 0)
RECOMMENDED COUNCIL ACTION:
1. Approve the proposed Class Specifications for new and re- titled classes of Deputy City
Clerk I, Deputy City Clerk II, Human Resources Assistant, and Senior Human Resources
Analyst.
2. Adopt the Resolution establishing the Basic Monthly Salary Range for the job
classifications of Deputy City Clerk I, Deputy City Clerk II, Human Resources Assistant,
and Senior Human Resources Analyst.
3. Approve elimination of the Records Technician (City Clerk) classification.
4. Approve the Examination Plans for Deputy City Clerk I, Deputy City Clerk II, Human
Resources Assistant, and Senior Human Resources Analyst.
5. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Proposed Class Specifications.
2. Resolution establishing the Basic Monthly Salary for new and re- titled job classifications.
FISCAL IMPACT: $0
Amount Budgeted: $
Additional Appropriation: N/A
Account Number(s):
ORIGINATED BY: Martha A. Dijkstra, Human urces Manager
REVIEWED BY: Deborah Cullen, Director of Fi cefHuman Resource
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
At the Strategic Planning session on August 16, 2012 and the City Council meeting on September
4, 2012, Council was presented with recommended classification and salary changes as part of the
Fiscal Year 2012 -2013 Operating Budget. The recommended classification and salary range
changes are as follows:
A. Job Classification and Salary Range Changes in the FY 2012 -2013 Operating Budget
Deputy City Clerk I
This single- position class is responsible for performing a variety of highly responsible
administrative support tasks for the City Clerk's office requiring the application of specialized 87
technical and administrative knowledge and the use of initiative and independent judgment. The
position was originally allocated to the class of Records Technician (City Clerk), which is
represented by the El Segundo City Employees Association (ESCEA). Over time, the position's
duties and responsibilities changed, warranting reclassification to the new class of Deputy City
Clerk I. Due to the position's level of responsibility, personal contacts, discretion, and independent
judgment, staff recommends including this new classification in the Management /Confidential
group and slotting it into the salary range of 27m, which is comparable to its current salary level.
Staff also requests approval to eliminate the classification of Records Technician. Representatives
of the ESCEA have been informed of this recommended action.
Deputy City Clerk II
This position is responsible for planning, coordinating, and supervising the daily operations of the
City Clerk's office. The class, formerly titled Deputy City Clerk, was re- titled to Deputy City
Clerk II in order to distinguish it from the newly created class of Deputy City Clerk I. Aside from
the title change, revisions to the class specification were made to update the essential job functions,
knowledge and skills, and minimum qualifications.
Human Resources Assistant
This position is responsible for performing a wide variety of moderately difficult human resources
duties requiring confidentiality, independent judgment, and the application of specialized
knowledge and information. This position was previously titled Office Specialist II -Human
Resources. Staff recommends a title change to Human Resources Assistant to better describe the
class concept and create a formal career ladder in Human Resources. Aside from the title change,
revisions to the class specification were made to update the essential job functions, knowledge and
skills, and minimum qualifications.
Senior Human Resources Analyst
This position is responsible for providing and coordinating professional human resources activities
of an advanced, complex, and technical nature. This is one of two positions allocated to the generic
classification of Senior Management Analyst. Due to the highly specialized nature of the position's
duties and responsibilities, staff recommends it be re- titled to Senior Human Resources Analyst to
more accurately describe the class concept and to create a formal career ladder in Human
Resources. The proposed class specification describes in greater detail the position's essential job
functions, requisite knowledge and skills, and minimum qualifications.
B. Examination Plans
Deputy City Clerk I, Deputy City Clerk II, Human Resources Assistant Senior Human Resources
Anal
- Structured Technical and Open Competitive or Promotional
Career Preparation Interview Weighted 100%
Approval of exam plans for Merit System job classifications in all City Departments has been
required since the passage of Initiative Ordinance No. 586 in April 1962.
For departments other than Police and Fire, the plan may consist of any one or combination of the
following techniques: 88
1. Written;
2. Oral;
3. Demonstration; and
4. Any evaluation of education, experience, or skills or physical fitness, which fairly evaluate the
relative capacities of the applicants.
Police and Fire Departments:
The examination plan for entrance or promotional, for the Police and Fire Departments, shall
consist of a written examination and one or more of the following:
1. Oral;
2. Demonstration; and
3. Any evaluation of education certification, experience, or skills or any test of manual skills or
physical fitness, which fairly evaluates the relative capacities of the applicant.
89
RESOLUTION NO.
A RESOLUTION ESTABLISHING A BASIC MONTHLY
SALARY FOR THE JOB CLASSIFICATIONS OF DEPUTY
CITY CLERK I, DEPUTY CITY CLERK II, HUMAN RESOURCES
ASSISTANT, AND SENIOR HUMAN RESOURCES ANALYST
The City Council of the City of El Segundo does resolve as follows:
Section 1: The City Council approves the following basic monthly salary range:
Step A Step B Step C Step D Step E
Deputy City Clerk I $4082.54 $4286.67 $4501.00 $4726.05 $4962.35
27m
Deputy City Clerk II $5098.53 $5353.46 $5621.13 $5902.19 $6197.30
36m
Human Resources
Assistant $3269.01 $3432.46 $3604.08 $3784.28 $3973.50
18m
Senior Human Resources $5490.56 $5765.09 $6053.35 $6356.01 $6673.82
Analyst
39m
Section 2: The City Clerk is directed to certify the adoption of this Resolution; record this
Resolution in the book of the City's resolutions; and make a minute of the adoption of the
Resolution in the City Council's records and the minutes of this meeting.
Section 3: This Resolution will become effective immediately upon adoption and will remain
effective unless repealed or superseded.
PASSED AND ADOPTED this 18th day of September , 2012.
Carl Jacobson,
Mayor
do]
CERTIFICATION
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES } SS
CITY OF EL SEGUNDO 3
I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole
number of members of the City Council of said City is five, that the foregoing Resolution No.
was duly passed and adopted by said City Council, approved and signed by the Mayor,
and attested to by the City Clerk, all at a regular meeting of said Council held on the 18`h day of
September, 2012, and the same was so passed and adopted by the following vote-
AYES:
NOES:
ABSENT:
ABSTAIN:
NOT PARTICIPATING:
WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18'h day of September, 2012,
Tracy Weaver, City Clerk
of the City of El Segundo,
California
(SEAL)
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
By:
Karl H. Berger
Assistant City Attorney
91
City of El Segundo, CA
DEPUTY CITY CLERK I
Job Description
Definition: Under general direction, performs a variety of highly responsible administrative
support tasks for the City Clerk's office requiring the application of specialized technical and
administrative knowledge, initiative, and independent judgment.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Assists the City Clerk and Deputy City Clerk II in managing the City's compliance
responsibilities for appropriate establishment, maintenance, and disposition of official City
records, action of governing bodies, municipal ordinances, resolutions, City code and other
official documents.
Prepares, distributes, and posts agenda packets and minutes; may be required to attend City
Council meetings at the request of the City Clerk and Deputy City Clerk II.
Reviews agreements and contracts for completeness and works closely with Risk Management
to ensure compliance with insurance requirements.
Conducts bid openings for City projects and opens bids according to federal, state and
municipal law.
Provides administrative support for municipal elections and maintains Fair Political Practices
Commission Conflict of Interest filings.
Assists in scanning and indexing records for storage and retrieval of information related to
document imaging system utilizing research and retrieval methods.
Assists in training City staff on the use of document imaging systems and research and retrieval
methods.
Assists in processing requests for research on a variety of issues regarding City policies,
procedures, ordinances, etc.; provides information to the public and staff requiring a working
knowledge of department programs and operations.
Knowledge, Skills and Other Characteristics:
Knowledge of English grammar, punctuation and spelling.
Knowledge of modern office methods and procedures.
Knowledge of the principles and practices of records management.
Knowledge of City government and municipal organization.
(continued on reverse side)
92
Deputy City Clerk I
Knowledge of laws, regulations, systems and procedures associated with the development,
maintenance and disposition of public records.
Knowledge of optical imaging storage and retrieval systems.
Skill in performing varied office and administrative functions in the legal development,
maintenance and disposition of public records.
Skill in synthesizing information into summary form and detailing follow -up requirements.
Skill in the application of advanced methods of document storage and retrieval.
Skill in managing projects, activities and programs.
Skill in using personal computers and office related software.
Skill in conducting research and analysis and preparing clear, concise and comprehensive
reports.
Skill in understanding and applying complex regulations, procedures and guidelines.
Skill in communicating effectively orally and in writing.
Skill in working under pressure, handling significant problems and tasks that arise
simultaneously and /or unexpectedly.
Skill in establishing and maintaining effective working relationships with staff, other City
employees and the public.
Qualifications:
Graduation from high school or GED and three (3) years' increasingly responsible administrative
support preferably in a government agency; or an equivalent combination of education and
experience. Completion of college level coursework preferred.
Other:
Required to work evenings and extended hours on a regular basis.
93
City of El Segundo, CA
DEPUTY CITY CLERK II
Job Description
Definition: Under general direction, assists the City Clerk in meeting the City's legal
requirements for the development, maintenance and disposition of official City records and
documents; and assists with municipal election processes.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Oversees the daily operations of the City Clerk's office: plans and coordinates activities and
services within the City. Clerk's office: recommends and participates in development of
departmental goals, objectives, and policies.
Assists the City Clerk in managing the City's compliance responsibilities for appropriate
establishment, maintenance and disposition of official City records of action of governing
bodies, municipal ordinances, resolutions, code and other official government documents;
prepares agendas, minutes and follow -up documentation; prepares, distributes and posts public
notices, bulletins and contracts; ensures proper /legal posting and document preparation
requirements are met; attends City Council and other meetings as required.
Oversees the review of agreements, contracts, purchase orders and special projects for
compliance with insurance and business licensing requirements; coordinates bid processes for
City projects; disseminates, receives and opens bids according to federal, state and municipal
law; oversees the processing of all claims and subpoenas filed against the City.
potivifle& and 6eFv!GeG within the •.• • ' — 161}atL'6 iR1e Formatted: SMkethrough
develepment ref pokey and p;96e IuFes- er•..Ic .sn,d .tee rE:n:n�le«. n iht. rl e.rafr.. -.m _._ — _ �.•
Brepares various technical reports, °correspondence { Deleted: p J
and statements according to federal and state rules regulations and laws, and City policies and
procedures; �ssipraatan afsi risritagf pre ayes and morntors the annual Formatted: Strlkerhrouyh
budget.
fans and qoQrdinates general and s ecial g municipal elections including Formatted_: s_trikethmugh _
administering Federal. State and local procedures, assisting candidates in meeting their legs[ f
responsibilities, training election staff and volunteers, serves as liaison with County
registrar /recorder, provides services to candidates, prepares sample ballots. candidales
handbooks, and other election materials; serves as the City Filing Officer for local campaigns
and maintains Fair Political Practices Commission filings.
Deleted: PSPC
.' , Deleted: 09/00 a
(confinued an reverse sidet_ ;
94
Deputy City Clerk
Characteristic Duties and Responsibilities (Continued):
Responds to requests for research and analysis on a variety of issues regarding City policies,
procedures, ordinances, etc.; provides information and assistance to the public; processes
deeds, bid awards and other City documents, oversees the maintenance and update of the
City's Municipal Code..; fnanage° 4hp,pitys "� ^^ "" ' ' ^� s..
ormatted: Strlkethrough
Develoos. implements and maintains City Clerk's office document Imaginq_program; provides
professional advice and expertise on records management, document imaging gnd arghivin9
and retention as well as requirements for legal compliance to City staff: develops and
administers a City -wide records management program and annual destruction of records.
Coordinates activities in the City Clerk's Office with activities of other programs, departments or
staff to ensure program delivery according to appropriate policies, procedures and
specifications.
`
Formatted: Indent: Left: 0"
Pgrticip ies ill guts de community professional grt7Ur}s and committees.
Resolves discrepancies or procedural problems and responds to program administration and/or
program delivery questions ensuring necessary follow -up occurs; controls program records for
operational and budget accountability; confers with and advises staff and program participants
by providing advice, problem solving assistance, answers to questions and interpretation of
program goals and policy.
ecruits, hires, supervises, schedules,- assigns monitors and evaluates staff_; provides for
._. -- - Deleted. Characteristic Duties and
and/or conducts staff development; establishes work methods and standards; initiates corrective
Resoonsmuitles (continued):%
and/or disciplinary action and responds to grievances and complaints according to established
¶
personnel policies and procedures and in consultation with Human Resources.
Knowledge. Skills and Other Characteristics:
Knowledge of English grammar, punctuation and spelling.
Knowledge of modern office methods and procedures.
Knowledge of the principles and practices of records management.
Knowledge of City government and municipal organization.
Knowledge of local, state and federal laws related to legislative procedures
Knowledge of Public Records Act requirements.
Knowledge of laws, regulations, systems and procedures associated with the development,
maintenance and disposition of public records.
Knowledge of optical imaging storage and retrieval systems.
Knowledge of the principles and practices of effective supervision.
Knowledge of project management principles and practices.
Skill in performing varied office and administrative functions in the legal development,
maintenance and disposition of public records.
Skill in synthesizing information into summary form and detailing follow -up requirements.
Skill in the application of advanced methods of document storage and retrieval.
Skill in supervising, motivating and evaluating staff.
Skill in managing projects, activities and programs.
Skill in assessing objectives and operational requirements to develop and implement
( Deleted. PsPC
appropriate operational policies and procedures.
Deleted: osloo
........... - - - - -- ... r.
95
Deputy City Clerk
Skill in using personal computers and office related software.
Skill in conducting research and analysis and preparing clear, concise and comprehensive
reports.
Skill in understanding and applying complex regulations, procedures and guidelines.
Skill in communicating effectively orally and in writing.
Skill in working under pressure, handling significant problems and tasks that arise
simultaneously and/or unexpectedly.
Skill in establishing and maintaining effective working relationships with staff, other City
employees and the public.
Qualifications:
College level coursework in the Social Sciences, Public or Business Administration, Information
Technology or a related field — and - JCertification from the International Institute of Municipal _ t._Deleted: d;
Clerks as Certified Municipal Clerk —and- and five (5) years of progressively responsible
government agency experience which entailed high public contact, including twene#1)_years' e - Formatted: Strikethrough
of supervisory experience —OR- &_an.eguivalent combination of education and experience. Deleted: e
Experience working with elected officials is preferred. Formatted: strikethrough
Other:
Reauired to work evenings and extended hours on a regular basis.
Deleted: PSPC
Deleted: 09100
3
96
City of El Segundo, CA Job Description
Formatted: Stdkethrough
HUMAN RESOURCES ASSISTANT
Definition: Under limited supervision, performs a wide variety of moderately difficult
administrative tasks _ requiring confidentiality, independent -.. Formatted: strikethrough
.... - -
judgment and decision making for the Human Resources Division.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Provides a wide variety of� assignments for the Human Resources {-Formatted: Strikethrou
gh
Division in areas including but not limited to personnel pLocessin j, new hue orientation
recruitment and seleetion, health and safety, and other human resources operational functions;
relieves professional and /or managerial positions of office details; receives visitors, schedules
appointments; ensures adherence to division procedures, including records retention; establishes
and /or maintains filing and retrieval systems for files and records.
Prepares, composes, edits, assembles and distributes correspondence, documents, reports, forms
and other materials related to Human Resources Division functions and programs; prepares
specialized reports requiring collection of information from various sources and requiring special
formatting of materials; initiates response to correspondence and drafts correspondence for
others' signature; assists in the performance of administrative tasks.
Provides staff support related to the Division's administration of the City's employer- employee
relations program, including duties requiring access to confidential information utilized in the
development of management positions in the contract negotiations process.
Provides staff support involving the following aspects of the City's employer - employee relations
program: ram: ; Formatted: Strikethrough
employee discipline,, mph*a - �; employee related litigation; ... Formatted: Strikethrough
processing of EEOC and FEHC complaints; reductions in force; departmental reorganizations;
. • ........... ......i performance evaluations; probationary Formatted: Strikethrough
releases; closed promotional testing processes;, Nr o '- �� : �R , •-, and confidential Formatted: Strikett,rough l
medical information.
Researches and responds to requests for general and specific information from the public, other
departments and agencies; provides information related to and explains division and
department/City policies and procedures.
7/04
97
I- Formatted: 5tdkethrough
Human Resources Assistant
Performs a variety of office support tasks including typing and /or data entry, proofreading, filing,
editing, word processing, spreadsheets and data base development and maintenance; sorts, files,
prepares, and /or processes a variety of documents and records according to established
procedures; makes travel and meeting arrangements; prepares or assists in the preparation for
meetings /classes including room arrangements, participant notification, materials /agenda packets
and distributes appropriately; may takes minutes at meetings and transcribe recorded dictation.
Answers telephone calls, routes calls and takes messages; schedules appointments and meetings.
Oversees the work of temporary and /or seasonal employees; provides training in specific tasks.
Knowledge, Skills and Other Characteristics:
Knowledge of general office support practices and procedures.
Knowledge of general policies, practices, procedures and terminology of Human Resource
administration,
Knowledge of a variety of computer software, including word processing, database, and
spreadsheet applications.
Knowledge of records processing and maintenance procedures and systems.
Skill in English composition, grammar and punctuation.
Skill composing letters and preparing a variety of reports, using appropriate format and computer
software.
__
-, -•- Farmatted:5trikethrough
Skill in basic math.
Skill designing and maintaining filing/records systems.
Skill following oral and written instructions and procedures.
Skill operating typical office equipment, including personal computer and standard office
computer programs.
Skill communicating orally and in writing.
Skill establishing and maintaining effective working relationships with other department staff,
other City employees and the public, and in functioning effectively in a confidential work
environment.
Working Conditions:
Typical office environment.
Licensing/Certification Requirements:
None.
Minimum Qualifications:
Graduation from high school or GED and three 3) years of progressively responsible
Deleted:
year efoffice /administrative experience in a human resources environment,- or an equivalent
-- - - - - -- - -
Formatted: Strikethrough
combination of education and experience.
Formatted: Strlkethrough
Formatted: Strikethrough
Formatted: Strlkethrough
2 7/$4
Formatted: Top: 0.8 ", Bottom:
City of El Segundo, CA Job Description 0.7" T
Job Code:
SENIOR ,MeNAPr eelcr.rT HUMAN RESOURCES ANALYST Formattetl:striketnrough
Definition: Under general supervision, provides and coordinates professional human
resources activities of an advanced, complex_, and technical nature. ,tstFafive; -aF �i __. Fo�&W., Strikethrough
pFegFaFR ,
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Positions in this classification typically perform a full range of duties at a level of complexity
represented by the following types of responsibilities:
Provides administrative and management assistance to department executives, managers. and
other City personnel regarding hyman resources matters including but not limited to the
following areas: recruitment and selection, classification and compensation, employee and
I@bor _relations" performance management health and safety, and training and development;
supervises and oversees the City's Reception f ncti n. ado '
Coordinates and facilitates administrative and /or human resources management functions _
Fi {3HiatiR - HF kia6if}�- �u'TgW aR` related aellvitie6 f9F ° d , ! Formatted: Strikethrough -
assesses and
evaluates departmental organization, budget, staffing and management practices; participates
in the development of department goals and objectives.
FOR eiF- P?00- r#1c3fi , Formatted: Strikethrough
in budget .. .... . .. .: ... ........ a.
er r -fraFt pment "epai ati d tyzes-k t get
Felated aetivitiesi identifies trends and .
Coordinates activities among City departments, agencies, and organization - __'tf__- =Formatted: Strikethrough
eentaet— feF— eeunty, Mann and grai t adminlstraters; enSUFeS apprepr. . . aGmng, iP
Conducts research and statistical analyses; prepares and presents reports of findings and Formatted: Strikethrough
recommendations; prepares correspondence, policies, procedures, handbooks, manuals, rules Deleted: Provides administrative and
and regulations, resolutions or publications relating to human resources, administration, fing99 management assistance to
staffing and /or operations. department executives, management,
other City personnel regarding
adminisiFeliye, fiscal OF eperation
Proyides_professional_ level staff_ support_to_departmentai_ committees, boards and_other_groups,_. " issues, Gellerlive baFgaining, and
including coordinating meeting schedules and agendas, facilitating meetings, etc.; represents ¶
¶ y�
the department at meetings and commits the department to a course of action; may coordinate Formatted: Strikethrough
,and facilitate City -wide functions-and events; represents the Department with external agencies,
organizations and professional groups. Deleted:¶
Characterlstic Duties and
Responsibilities (continued):¶
9 _
09/2007
99
Senior Management Analyst
Responds to inquiries from other City employees and the public regarding department
management, administration and /or operations;. r -_ hir _ - °,°�a °^ : ^'°+: ^ ^� s ^r Formatted: Stdkethmugh
9 P +psi -- j " ' .. . , -. - .............
Resolves discrepancies or procedural problems and responds to program administration and /or
delivery questions ensuring necessary follow -up occurs; assists with, provides input and
monitors Department records for operational and budget development and accountability.
Recruits, hires, schedules, assigns, monitors and evaluates staff, provides for and /or conducts
staff development; establishes work methods and standards; initiates corrective and /or
disciplinary action and responds to grievances and complaints according to established
personnel policies and proceduresuacts as Human Resources Manager when required Ad_ia ._ neiered:
eensultat'en with Human Reseumes. Formatted: Strikethrough
Knowledge, Skills and Other Characteristics:
Knowledge of principles of municipal administration_ . Fartt - -- Formatted: strikethrough
Knowledge of public sector employment and labor laws.
Knowledge of human resources principles and practices.
Knowledge of organization and functions of the assigned municipal department.
Knowledge of computer applications in administrative functions.
Knowledge of related laws, ordinances and regulations.
Knowledge of principles of research, statistical analysis and report preparation.
Knowledge of principles and practices of supervision.
Skill in performing complex professional level administrative and analytical work.
Skill in interpreting and applying laws, ordinances and policies.
Skill in conducting research, analyzing statistical and other data, and preparing and presenting
reports.
Skill in providing information and explaining laws, policies and procedures to others.
Skill working cooperatively on internal and external committees and task forces.
Skill in communicating effectively orally and in writing.
Skill in establishing and maintaining effective working relationships with other department staff,
other City employees and the public.
Skill in supervising, developing, motivating, and evaluating support staff.
Skill developing and delivering professional and technical training.
Skill in the use of personal computers and office /financial related software in a Windows -based
operating environment.
Skill working under pressure, handling significant problems and tasks that arise simultaneously
and /or unexpectedly.
Qualifications:
A Bachelors degree in Business Administration, Public Administration or a closely related field,
j and three (3) years of increasingly responsible human resources -_ Formatted:Strlkethrough
experience, including one (1) year of supervisory experience; or an equivalent combination of
education and experience,
0912007
100
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding 1) Adoption of a Resolution providing for salary and
benefit changes to Chapter 1A2, Management - Confidential Series, of the El Segundo
Administrative Code and 2) Adoption of Resolutions for Ca1PERS Employer Paid Member
Contributions (EPMC) for Miscellaneous Executives, Safety Executives, and Fire Management.
(Fiscal Impact: Item 1) $38,528 reduction in OPEB costs and Item 2) there is no fiscal impact).
RECOMMENDED COUNCIL ACTION:
1. Adopt the Resolution amending Chapter IA2 of the El Segundo Administrative Code.
2. Adopt the Resolutions for Employer Paid Member Contributions.
3. Alternatively discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Resolution amending Chapter 1A2 of the El Segundo Administrative Code
2. Resolution for Employer Paid Member Contributions for Miscellaneous Executives
3. Resolution for Employer Paid Member Contribution for Safety Executives
4. Resolution for Employer Paid Member Contribution for Fire Management
FISCAL IMPACT: Total Fiscal Impact: ($38,528 reduction in OPEB costs)
Amount Budgeted: $1,317,200
Additional Appropriation: None
Account Number(s): xxx -xxx -xxxx -4210
ORIGINATED BY: Deborah Cullen, Director of Finance /Human Resource
REVIEWED BY: Deborah Cullen, Director of Finance /Human Resources
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION
Executive Management and Mid - Management /Confidential classifications are periodically reviewed
by the City Council for possible salary and /or benefit adjustments. The following changes are
recommended by staff for implementation in Fiscal Year 2012 -2013.
Safety Executive and Fire Management Classes
As part of the City's ongoing efforts to address rising pension costs and pursuant to the
Memorandum of Understanding between the City of El Segundo and the El Segundo Firefighters'
Association, Council recently approved amending the City's contract with the Public Employees'
Retirement System (PERS) to implement a three percent (3 %) cost - sharing arrangement affecting all
local fire personnel. The cost - sharing arrangement is effective the payroll period beginning October
6, 2012. Since this contract amendment results in fire management employees paying three percent
1
(3 %) above and beyond their current concession level, staff recommends making the necessary
benefit adjustments so employees continue to pay the same percentage amount in concessions.
Recommendations are as follows:
Battalion Chiefs — Employees in this classification currently pay four percent (4 %) of the PERS
Member Contribution. Staff recommends employees be required to pay one percent (1 %) of the
PERS Member Contribution which, when added to the recently approved three percent (3 %)
employer cost - sharing, keeps the total employee contribution at four percent (4 %). The PERS
Resolution reflecting this revision is attached.
Fire and Police Chiefs — Employees in these safety executive classifications currently pay the full
nine percent (9 %) of the PERS Member Contribution. In order to effect changes to the Member
Contribution, PERS requires us to remove these classes from the existing "Executive" group and
join them together to create a logical grouping of classes. Creating a discrete group of safety
executive classes allows us to amend the PERS Member Contribution to six percent (6 %), which
is staff's recommendation. In the Fire Chief's case, when the six percent (6 %) is added to the
recently approved three percent (3 %) employer cost - sharing, he will keep his total contribution at
nine percent (9 %). The Police Chief will also now pay six percent (6 %) of the PERS Member
Contribution and while this class is not impacted by the PERS contract amendment, the Police
Chief will pay the equivalent of three percent (3 %) in concessions by reducing his annual
vacation buy -back from one hundred percent (100 %) to seventy percent (70 %), thereby keeping
his total concession level at nine percent (9 %). The PERS Resolutions reflecting these changes
are attached.
Loweriniz Future Cap Towards Medical Contribution
Staff also recommends reducing the maximum future City contribution toward medical insurance,
for both active employees and retirees, from $1800 to $1600. Lowering this cap will help reduce the
City's future liability for Other Post Employment Benefits (OPEB). Based on the most recent
actuarial study, this reduction will result in a projected savings of $38,528 in FY 2012 -2013.
-2- 102
RESOLUTION NO.
A RESOLUTION PROVIDING FOR SALARY AND BENEFIT
CHANGES TO CHAPTER IA2 (MANAGEMENT- CONFIDENTIAL
SERIES) OF THE EL SEGUNDO ADMINISTRATIVE CODE.
The City Council of the City of El Segundo does resolve as follows:
Section 1: Section 1A2.146 of the El Segundo Administrative Code, entitled "Vacation Time
Accrual — Payment in Lieu Of', is amended as follows:
Effective immediately, Management /Confidential non - safety employees who have
completed one year of service may receive cash payment in lieu of accrued vacation time up to a
maximum of sixty five percent (65 %) of the annual accrual to which they are eligible for due to their
length of service. Effective immediately, Management /Confidential fire safety employees (Battalion
Chiefs) who have completed one year of service may receive cash payment in lieu of accrued
vacation time up to a maximum of ten percent (10 %) of the annual accrual to which they are eligible
for due to their length of service. Executive employees may receive cash payment in lieu of accrued
vacation time up to a maximum of one hundred percent (100 %) of the annual accrual to which they
are eligible due to their length of service. Effective October 6, 2012, the Police Chief may receive
cash payment in lieu of accrued vacation time up to a maximum of seventy percent (70 %) to which he
is eligible due to his length of service.
Section 2: Section 1A2.105 of the El Segundo Administrative Code, entitled "Flexible Benefit
Plan" is amended as follows:
"Retiree Medical Insurance" — The maximum future City contribution for medical
insurance, for both active employees and retirees, shall be $1600 per month.
Section 3: Section 1A2.153 of the El Segundo Administrative Code, entitled "PERS Member
Contribution" is amended as follows:
Miscellaneous Executives shall pay seven percent (7 %) of the PERS, Member
Contribution effective October 8, 2011. Safety Executives shall pay six percent (6 %) of the PERS
Member Contribution effective October 6, 2012. Effective October 22, 2011,
Management/Confidential employee shall pay three percent (3 %) of the PERS Member Contribution.
Effective October 6, 2012; Fire Management employees (Battalion Chiefs) shall pay one percent
(I%) of the PERS Member Contribution.
Section 4: The City Clerk is directed to certify the adoption of this Resolution; record this
Resolution in the book of the City's original resolutions, and make a minute of this adoption of the
Resolution in the City Council's records and the minutes of this meeting.
Section 5: This Resolution will become effective immediately upon adoption and
PASSED AND ADOPTED this 18th day of September , 2012.
103
CERTIFICATION
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole
number of members of the City Council of said City is five; that the foregoing Resolution No.
was duly passed and adopted by said City Council, approved and signed by the Mayor, and
attested to by the City Clerk, all at a regular meeting of said Cowlcil held on the 18th day of
September, 2012, and the same was so passed and adapted by the following note:
AYES:
NOES:
ABSENT:
ABSTAIN:
NOT PARTICIPATING:
WITNESS MY HAND THE OFFICIAL, SEAL OF SAID CITY this day of
2012.
Tracy Weaver, City Clerk
of the City of El Segundo,
California
(SEAL)
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
By:
Karl H, Berger
Assistant City Attorney
105
RESOLUTION NO.
A RESOLUTION FOR EMPLOYER PAID MEMBER CONTRIBUTIONS
(EPMC) FOR MISCELLANEOUS EXECUTIVES.
Section 1: Be it resolved by the Council of the City of El Segundo as follows:
WHEREAS, the City Council of the City of El Segundo has the authority to implement Government
Code section 20691;
WHEREAS, the City Council of the City of El Segundo has a written labor policy or agreement
which specifically provides for the normal member contributions to not be paid by the employer;
WHEREAS, one of the steps in the procedures to implement Section 20691 is the adoption by the
City Council of the City of El Segundo of a Resolution to commence said Employer Paid Member
Contributions (EPMC);
WHEREAS, this Resolution is a continuation of a previously approved Resolution being presented
for Council approval to amend the group's title to Miscellaneous Executives and remove Safety
Executives from this group;
WHEREAS, the City Council of the City of El Segundo has identified the following conditions for
the purpose of its election to pay EPMC:
• This benefit shall apply to all employees of the Miscellaneous Executive Group
• This benefit shall consist of Employer paying 0% of the normal member contributions as
EPMC
• The Employee will pay 7% of the normal member contributions.
• The effective date of this Resolution shall be October 8, 2011.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of El Segundo elects to
pay EPMC, as set forth above.
Section 2: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution
in the book of the City's original resolutions; and make a minute of the adoption of the Resolution in
the City Council's records and the minutes of this meeting.
PASSED AND ADOPTED this 18th day of _ September . 2012.
Carl Jacobson,
Mayor
106
CERTIFICATION
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO ti
I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole
number of members of the City Council of said City is five; that the foregoing Resolution No.
was duly passed and adopted by said City Council, approved and signed by the Mayor, and
attested to by the City Clerk, all at a regular meeting of said Council held on the 18th day of
September, 2012 and the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
NOT PARTICIPATING:
WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18'h day of September, 2012.
Tracy Weaver, City Clerk
of the City of El Segundo,
California
(SEAL)
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
Karl H. Berger
Assistant City Attorney
111121
RESOLUTION NO.
A RESOLUTION FOR PAYING AND REPORTING THE VALUE OF
EMPLOYER PAID MEMBER CONTRIBUTIONS (EPMC) FOR SAFETY
EXECUTIVES.
Section 1: Be it resolved by the Council of the City of El Segundo as follows:
)WHEREAS, the City Council of the City of El Segundo has the authority to implement Government
Code section 20636(c)(4) pursuant to Section 20691;
WHEREAS, the City Council of the City of El Segundo has a written labor policy or agreement
which specifically provides for the normal member contributions to be paid by the employer, and
reported as additional compensation;
WHEREAS, one of the steps in the procedures to implement Section 20691 is the adoption by the
City Council of the City of El Segundo of a Resolution to commence paying and reporting the value
of said Employer Paid Member Contributions (EPMC); pursuant to CCR title 2 section 571(a)(1);
WHEREAS, the City Council of the City of El Segundo has identified the following conditions for
the purpose of its election to pay EPMC:
• This benefit shall apply to all employees of the Safety Executive Group
• This benefit shall consist of Employer paying 3% of the normal member contributions as
EPMC, and reporting the same percent (value) of the compensation earnable (excluding
Government Code Section 20636(c)(4)) as additional compensation
• The Employee will pay 6% of the normal member contributions.
• The effective date of this Resolution shall be October 6, 2012.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of El Segundo elects to
pay EPMC, as set forth above.
Section 2: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution
in the book of the City's original resolutions; and make a minute of the adoption of the Resolution in
the City Council's records and the minutes of this meeting.
PASSED AND ADOPTED this 18th day of September , 2012.
Carl Jacobson,
Mayor
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole
number of members of the City Council of said City is five; that the foregoing Resolution No.
was duly passed and adopted by said City Council, approved and signed by the Mayor, and
attested to by the City Clerk, all at a regular meeting of said Council held on the 18th day of
September, 2012, and the same was so passed and adopted by the following vote:
lvd- w
NOES:
ABSENT:
ABSTAIN:
NOT PARTICIPATING:
WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18th day of September, 2012.
Tracy Weaver, City Clerk
of the City of El Segundo,
California
(SEAL)
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
By:
Karl H. Berger
Assistant City Attorney
109
RESOLUTION NO.
A RESOLUTION FOR PAYING AND REPORTING THE VALUE OF
EMPLOYER PAID MEMBER CONTRIBUTIONS (EPMC) FOR FIRE
MANAGEMENT
Be it resolved by the Council of the City of El Segundo as follows:
WHEREAS, the City Council of the City of El Segundo has the authority to implement Government
Code Section 20636(c)(4) pursuant to Section 20691;
WHEREAS, the City Council of the City of El Segundo has a written labor policy or agreement
which specifically provides for the normal member contributions to be paid by the employer, and
reported as additional compensation;
WHEREAS, one of the steps in the procedures to implement Section 20691 is the adoption by the
City Council of the City of El Segundo of a Resolution to commence paying and reporting the value
of said Employer Paid Member Contributions (EPMC); pursuant to CCR title 2 section 571(a)(1).
WHEREAS, the City Council of the City of El Segundo has identified the following conditions for
the purpose of its election to pay EPMC:
• This benefit shall apply to all employees of the Fire Management group
• This benefit shall consist of Employer paying 8% of the normal member contributions as
EPMC, and reporting the same percent (value) of the compensation earnable (excluding
Government Code Section 20636(c)(4)) as additional compensation.
• The Employee will pay 1 % of the normal member contributions.
• The effective date of this Resolution shall be October 6, 2012.
NOW, THEREFORE, BE IT RESOLVED that the governing body of the City of El Segundo elects
to pay EPMC, as set forth above.
Section 2: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution
in the book of the City's original resolutions; and make a minute of the adoption of the Resolution in
the City Council's records and the minutes of this meeting.
PASSED AND ADOPTED this 18th day of September . 2012.
Carl Jacobson,
Mayor
110
CERTIFICATION
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } SS
CITY OF EL SEGUNDO
1, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole
number of members of the City Council of said City is five; that the foregoing Resolution No.
was duly passed and adopted by said City Council, approved and signed by the Mayor, and
attested to by the City Clerk, all at a regular meeting of said Council held on the 18'` day of
September, 2012, and the same was so passed and adopted by the following vote:
F.Nd�
NOES:
ABSENT:
ABSTAIN:
NOT PARTICIPATING:
WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18th day of September, 2012.
Tracy Weaver, City Clerk
of the City of El Segundo,
California
(SEAL)
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
By:
Karl H. Berger
Assistant City Attorney
111
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to lease 953 acre -ft of ground water pumping rights for
two years to Golden State Water Company. (Fiscal Impact: $133,420 revenue to the
Water Enterprise Fund)
RECOMMENDED COUNCIL ACTION:
1. Authorize the Mayor to execute a lease agreement with Golden State Water Company
in a form approved by the City Attorney.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Proposed Water Right Lease Agreement
FISCAL IMPACT: $133,420 Revenue to the Water Enterprise Fund
Amount Budgeted: $0
Additional Appropriation: N/A
Account Number(s):
r
ORIGINATED BY: Stephanie Katsouleas, Director of Public Works
REVIEWED BY: Mark Hensley, City Attorney IaA
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
The City of El Segundo has adjudicated ground water rights to pump 953 acre -ft of ground water
each year from the West Coast Basin aquifer, although it has no ability exercise those annual
pumping rights within the City's jurisdiction due to poor groundwater quality. However, El
Segundo can and does lease its water rights to other jurisdictions that have the ability to pump,
typically by auctioning off its allocation to the highest bidder on an annual basis. Only up to
20% of each pumper's unused allocation can be carried over to the following year. Per
groundwater management guidelines, pumpers cannot accumulate their unused annual allocation
for extraction at some future date. If El Segundo did not lease its water rights, it would result in
a straight revenue opportunity loss to the water fund. For this reason, staff recommends that its
annual allocation be sold to the highest bidder on an annual basis. The water year runs from July
1 to June 30.
During the 2009/10 and 2010 /11 RFP cycles, Manhattan Beach was the only eligible pumper
who submitted bids, for $100 and $105 per acre -ft, respectively. During the 2011/12 water year,
Manhattan Beach was awarded a sole- source lease for $106 per acre -ft. This year, Manhattan
1 1
112
Beach did not bid on El Segundo's water rights, and instead entered a multi-year lease agreement
with Chevron.
In July, staff released a bid package to auction the City's water rights for two water years
(2012113 and 2013/14). On August 23, 2012 the City Clerk's office received only one bid, from
Golden State Water Company, for $70 per acre -ft for each water year ($66,710 annually).
Although the bid is significantly lower than the bids received in previous years, staff feels that
the bid is reflective of market conditions. The bid package was well advertised among eligible
pumpers and there was simply a lack of interest in the market for additional pumping capacity.
For these reasons, staff recommends that its 953 ac -ft groundwater allocation be awarded to
Golden State Water Company for water years 2012 /13 and 2013/14 at the bid proposal rate
submitted. The $133,420 received will be allocated to the Water Enterprise Fund for current and
future operations and maintenance.
113
WATER RIGHT LICENSE AND AGREEMENT
(West Coast Basin)
For valuable consideration, the City of El Segundo hereby grants to Golden State Water Company a license to
extract annually 953 acre -feet of licensor's Adjudicated Right allocated to licensor (or predecessors in interest)
pursuant to Judgment dated August 19, 1961, and entered in Los Angeles Superior Court Case No. 506806 entitled
"California Water Service Company, et al. vs. City of Compton, et al." during the periods commencing July 1, 2012 —
June 30, 2013 and July 1, 2013 —June 30, 2014 for the amount of $133,420.00.
Said License is granted, subject to the following conditions:
(1) Licensee shall exercise said right and extract the same on behalf of the City of El Segundo during the
periods above specified and put the same to beneficial use and licensee shall not be the exercise
hereunder of said right acquire any right to extract water independent of the rights of licensor.
(2) Licensee shall pay assessments levied on the pumping of said ground water by the Central and West Basin
Water Replenishment District.
(3) Licensee shall notify the District and Watermaster that said pumping was done pursuant to this license
and provide the Watermaster with a copy of the document.
(4) Licensee shall note in any recording of water production for the period of agreement that said pumping
was done pursuant to this license.
(5) Licensee's Adjudicated Right shall be increased by the amount hereby licensed when computing carryover
or allowable over extraction as provided by Paragraph V in said Judgment.
(6) Licensee acquires hereunder pumping rights only and should be responsible to provide the means and
location to effect said pumping itself and shall bear the cost of said pumping.
The City of El Segundo warrants that it has 953 acre -ft of Adjudicated Right annually and it has not pumped and
will not pump or permit or license any other person to pump any part of said 953 acre -ft during the periods of July
1, 2012 through June 30, 2013 and July 1, 2013 through June 30, 2014.
Licensor: CITY OF EL SEGUNDO
By:
Title:
ATTESTED:
Tracy Weaver
City Clerk (SEAL)
APPROVED AS TO FORM:
City Attorney
Licensee:
By:
Title:
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
Date:
114
EL SEGUNDO CITY COUNCIL
AGENDA STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: September 18, 2012
AGENDA HEADING: Consent Agenda
Consideration and possible action regarding acceptance of Maryland Street Improvement
Project. Project No.: PW 11 -02 (Fiscal Impact: $155,325.00)
919 uT t ►I i _ K�1i ►CSI: «[ii �7►tA
Accept the project as complete and authorize the City Clerk to File a Notice of
Completion in the County Recorder's Office; or
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Notice of Completion
FISCAL IMPACT: Budget Adjustment Required
Amount Requested: $153,000.00
Additional Appropriation: Yes $2,325.00
Account Number(s): 106 - 400 - 8203 -8986
ORIGINATED BY: Nick Petrevski, Engineering Technician
REVIEWED BY: Stephanie Katsouleas, Public Works Director
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
On November 1, 2011, the City of El Segundo adopted Plans and Specifications for the Maryland
Street Improvement Project from Mariposa Avenue to Palm Avenue. a project recommended by the
Capital Improvement Program Advisory Committee and approved by City Council.
On January 17, 2012, City Council awarded a contract to United Paving Company, Inc. to replace
existing rolled curbs and gutters with a standard 6" curb and 12" gutter and construct new
sidewalks, driveway approaches, cross gutter and two handicap ramps. The project also included
street reconstruction and overlay between Mariposa Avenue and Palm Avenue.
During construction, several change orders were needed to address elevation issues and the
resulting pooling problems discovered once construction staking was laid out. A temporary French
Drain was ultimately installed to accommodate flooding until a new storm drain connection is
installed (currently in design). Two 6" pipes were also installed for a future Catch Basin and Storm
Drain that will need to be constructed on both side of Maryland St. near the Mariposa Ave.
intersection.
-A2
115
The following is an accounting summary:
$138,496.00 Original Bid
$14.5 14.00 Construction Contingencv
$153,000.00 Total Project Funds Available
$138,486.00 Contract Award
$3,085.00 Change Order 1
$10,600.00 Change Order 2
$3.154.00 Chan &e Order 3.
$155,325.00 Total Construction Casts (final)
$2,325.00 Cost overrun; additional appropriation requested
Staff recommends that Council accept the project as complete, approve an additional appropriation
from the State Gas Tax Fund in the amount of $2,325 to cover additional construction costs and
authorize the City Clerk to file a Notice of Completion with the County Recorder's Office.
116
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Maryland Street Improvements (Mariposa Avenue to Palm Avenue)
Project No.: PW 11 -02
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
1. The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
2. The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Facilities
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on August 22, 2012. The work done was: Maryland St. Improvements
including Sidewalk, Driveway Approach and Curb replacement. Installation of a cross
gutter and a French Drain, two 6 inch pipes for a future Catch Basin and Storm Drain
connection Removal and replacement of asphalt.
6. On September 18, 2012 City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
7. The name of the Contractor for such work of improvement was: United Paving Co.
8. The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows:
Maryland St. between Mariposa Ave. and Palm Ave.
9. The street address of said property is: Maryland Street between Mariposa Avenue and
Palm Avenue, El Segundo, CA 90245
Dated:
Stephanie Katsouleas
Public Works Director
VERIFICATION
I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the
declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the
contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on _, 2012 at El Segundo, California.
Stephanie Katsouleas 117
Public Works Director
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: New Business
AGENDA DESCRIPTION:
A Status Report on the City's Residential Sound Insulation (RSI) Program, discussion of the
possible sale of the City's RSI demonstration home at 910 Hillcrest Street, and consideration
and possible action to adopt policy changes to the City's Residential Sound Insulation (RSI)
Program.
(fiscal impact: policy changes may result in lower pricing on future contractor bids).
RECOMMENDED COUNCIL ACTION:
Authorize staff to contact Los Angeles World Airports (LAWA) and Federal Aviation
Administration (FAA) to request authorization to reinvest proceeds from the sale of the
City's demonstration home when the City decides to sell the house;
2. Adopt policy changes detailed in this staff report; and/or
3. Alternatively discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: Undetermined
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: James S. O'Neill, Program Managrilding
REVIEWED BY: Sam Lee, Director of Planning Safety
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
Status Report
During the past three years, the Residential Sound Insulation (RSI) Program experienced
numerous challenges including:
1. Flawed designs drafted by a third -party contractor;
2. Flawed specifications provided consultant third -party contractor;
3. Changes to the California Building Code that resulted in third -party contractors making
errors in standard designs;
4. New funding restrictions from the FAA which eliminated FAA funding for numerous
homes;
5. Changes in Los Angeles World Airports (LAWA) reporting requirements, and changes
requested by LAWA (e.g., elimination of air conditioning).
13
118
Notwithstanding these challenges, the RSI Program continues to proceed. At this time, staff
recommends the acceptance of work on Group 41 as complete. This marks the acceptance of
construction work on the first group of homes since September 2010, when Groups 39 and 40
were accepted as complete.
Construction is currently underway on Groups 42 — 44 (116 homes), with construction on Group
45 (34 homes) scheduled to start in early 2013, and staff is expecting bids for Group 46 (30
homes) by 11:00 a.m. on September 18th
The City, as well as every RSI Program in the country, is facing a new issue with the FAA. On
August 17th, the Federal Aviation Administration (FAA) issued a "Program Guidance Letter" or
"PGL," to address what they state "... may be confusion or ambiguity in our guidance..." and to
reconfirm "...that interior noise levels must be 45 dB or greater for a residence... to be eligible
for AIP funding for noise insulation." Essentially, the FAA requires that, amongst other criteria,
a home must be located within the 65 deciBel (dB) contour AND the interior noise levels must
be 45 dB or greater to be eligible for FAA funding for Residential Sound Insulation (RSI)
programs (including El Segundo's RSI Program).
This "clarification" is viewed a significant change to most, if not all, RSI programs in the
country including El Segundo's. The City understands this to require homes to be tested in order
to determine a home's eligibility, not just relying on its location in the eligibility area. As the
FAA views this as a "clarification" there is no way for the City, Los Angeles World Airports, or
individuals to appeal to the FAA to reverse this clarification.
The City does have the right to request approval for a "transition period" for homes it anticipates
treating prior to 2015, and staff anticipates submitting its application prior to the FAA deadline
of September 17th. Approval of a transition period would allow the City to continue the program
as it has been, and not requiring testing to confirm a eligibility for those homes.
Staff is in contact with LAWA staff to clarify numerous requirements for the Final Grant Reports
and the Cumulative Annual Progress Report and anticipates submitting three revised reports to
LAWA by the time of this City Council meeting. It is anticipated that this will allow LAWA
staff to process two grant applications to LAWA totaling over eighteen million dollars.
Staff continues to work at revising and finalizing designs for over one hundred (100) homes that
were not completed by consultants, and hopes to advertise for construction bids for at least two
groups (Groups 47 and 48) before the end of 2012.
Staff will also be preparing a recommendation to changes to the RSI Program's approach to
design services, which is expected to be presented to City Council before the end of 2012.
Possible sale of the City's RSI Program demonstration house
In September 1990, the City received a grant from the Federal Aviation Administration (FAA)
for 80% of the cost of purchasing the property at 910 Hillcrest Street and sound insulating the
house, up to a maximum of $408,880. Pursuant to the grant, the City was reimbursed
approximately $236,500 in costs associated with the house from the FAA. The grant requires
119
that, upon sale of the house, 80% of the proceeds from the sale are either to be returned to the
FAA, or with approval from the FAA, reinvested into the RSI Program.
In January 1997, the City entered into a settlement agreement with the City of Los Angeles,
Department of Airport (now referred to as Los Angeles World Airports, or "LAWA "). The
settlement agreement provides that "Upon the sale or other disposition of [the house], the sum of
$371,055 shall be promptly refunded to the Department of Airports or, if the parties hereto agree,
may be invested in another approved Part 150 Project."
The house was purchased for approximately $245,000 and its market value is worth significantly
less than that owed to the FAA and LAWA. As both agreements allow for proceeds of the sale
of the house to be reinvested into the RSI Program (which is an approved Part 150 Project), staff
is seeking authorization from the City Council to seek approval of the FAA and LAWA to sell
the house and use the proceeds to support treating additional homes in the RSI Program,
consistent with the settlement agreement and FAA grant conditions.
LAWA Review of El Segundo specifications and recommended policy changes
City staff was contacted by Los Angeles World Airports (LAWA) regarding concerns on the
limited number of bidders pursuing construction contracts for the City of El Segundo's
Residential Sound Insulation (RSI) Program. LAWA informed the City it had performed a
review of the City's specifications, with the assistance of an outside consultant, and identified
thirteen (13) "potential barriers" or "limiting factors" to contractors to bidding. The thirteen
items are summarized as follows:
1. Timing of product submittals (El Segundo requires Contractors to submit at time of bid);
2. Expressed authority of the City's Project Manager;
3. Requirement to comply with written instructions of the City's Program Manager;
4. The City's Liquidated Damages clause;
5. Goodwill Gift requirement (a provision of the City's Liquidated Damage clause);
6. Requirement to disconnect and reconnect existing Security Systems at homes;
7. Specified Responsibility of Damage;
8. Contractor supplied equipment for inspections
9. Specified provisions regarding Hazardous Materials testing performed by contractors;
10. Requirements regarding specified HVAC System Designs;
11. Limitations regarding the City's HVAC Specifications;
12. Limitations of the City's HVAC Specifications regarding sealants, tapes, adhesives and
gaskets; and
13. Warranty period requirement for new furnaces.
It is important to note that when the FAA reviewed the City's RSI Program specifications in
February of this year, and following discussions between staff and the FAA representative, the
FAA determined that they were acceptable to the FAA.
Upon detailed review of LAWA's comments however, staff recommends that the City make the
following policy changes, with anticipated impacts noted:
1. (Item #1 from LAWA's list) Timing of product submittals (El Segundo requires
Contractors to submit product submittals at time of bid, and LAWA suggests contractors
120
might choose to not spend the time and money to create those submittals for a project that
they might not be the low bidder, and therefore not bid the project)
Require the apparent low bidder to submit product submittals within thirty (30) days of
the date Bids are due. Alternatively, a Bidder may submit a letter stating that it will
supply all products in accordance with submittals previously accepted by the City for a
previous RSI project, as long as those submittals were accepted by the City within twelve
months of the current bid due date.
Anticipated impacts:
• (Pro): Potential bidders are more likely to bid, as there are fewer documents
due at the bid deadline, and potential bidders are likely only to prepare
submittals if they are likely to be awarded a contract
• (Con): Potential bidders may not understand some of the more technical
aspects of the products, or how they are to be installed, which may not be
accounted for in their bid, and may encourage them to look for ways to cut
costs to make up for unexpected expenses, or request change orders
• (Con): It may take a little longer to execute contracts with contractors, as the
City will not know if a bidder will actually meet specifications until submittals
are received.
2. (Item 2 from LAWA's list) Expressed authority of the City's Project Manager (El
Segundo's specifications state that the "Contractor must recognize the authority of the
City's Program Manager or designee with respect to..." ensuring proper execution of the
work and stop work, if necessary, to prevent improper execution. LAWA expressed
concern that the language could be interpreted by contractors to allow the City to instruct
contractors to "direct means and methods. ")
(Item 3 from LAWA's list) Requirement to comply with written instructions of the City's
Program Manager (El Segundo's Specifications state that the "Contractor must comply
promptly with any written order of the Project Manage," and LAWA suggests that such
language is unnecessary and may dissuade contractors from bidding on the project)
(Item 7 from LAWA's list) Specified Responsibility of Damage (El Segundo's
specifications state that the Contractor will bear all loses and damages resulting from the
performance of the work and must indemnify and save harmless the City from claims and
liability..." LAWA suggests that this places excessive responsibility on the contractor
and discourages contractors from bidding.)
(Item 8 from LAWA's list) Contractor supplied equipment for inspections (El Segundo's
specifications state that the "Contractor must provide all labor, equipment and materials
necessary for proper ace to inspect all areas of Work, including but not limited to ladders
and/or scaffolding. LAWA suggests that the City should provide inspectors with such
equipment.)
Revise the wording of the expressed authority of the City's Project Manager, the
requirement to comply with written instructions of the City's Program Manager, the
Responsibility of Damage and requirement for contractors to supply equipment to be
clearer in the intent of such provisions and attempt to prevent misinterpretation.
Anticipated impacts:
121
■ Maintaining intent, while lessening the potential of misinterpretation by
potential bidders
3. (Item 10 from LAWA's list) Requirements regarding specified HVAC System Designs
(Plans for homes in current projects states that the contractor must provide designs for
mechanical systems "reflecting the major components described on the Plans." LAWA
states that this approach neither conforms to "a true design -build arrangement" nor a
"detailed design" approach)
(Item 11 from LAWA's list) Limitations regarding the City's HVAC Specifications
(LAWA suggests that the specifications are incomplete and do not clearly define the
requirements of the program)
(Item 12 from LAWA's list) Limitations of the City's HVAC Specifications regarding
sealants, tapes, adhesives and gaskets (LAWA suggests that the specifications lack
information regarding sealants, tapes, adhesives and gaskets that might be installed with
heating and /or ventilation systems)
Consistent with past practice, the intent has always to have heating and ventilation
systems specified for each home in a way that is clear to contractors (as well as the
property owners) and consistent with the specifications. The current projects have
deviated from that approach due to poor specifications provided by the original design
consultants, and systems are specified largely as "Design - Build," while setting some
primary criteria to ensure bids are comparable. Staff anticipates getting back to fully
designed systems, as well as much improved specifications, once a new design contract is
in place.
Anticipated impacts:
■ Improved documentation and potentially lower bid prices for related heating
and ventilation systems work
4. (Item #13 from LAWA's list) Warranty period requirement for new furnaces (El
Segundo's requires the contractor to cover all work for a minimum of five years)
Revise the warranty period for the furnace to be one (1) year, as recommended by
LAWA.
Anticipated impacts:
■ Correction of a typographical error in the specifications. Historically, the City
only required a one year warranty on furnaces, and the error was made during
the reformatting of the specifications
Staff recommends that the City not change existing policies to the following, with reasons noted:
1. (Item 4 from LAWA's list) The City's Liquidated Damages clause (El Segundo's
specifications state that damages will be incurred by the City, property owners and
occupants when a contractor fails to meet requirements of the contract. As the value of
actual damages are very difficult, if not impossible or impractical to account for, the
contractor will pay:
$25 for each day beyond the time prescribed to submit:
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Requests for Information
Requests for Change Orders
Certified Payroll
Requests for Payment
$100 for each hour of City review of Certified Payroll, beyond two hours for each
payroll period
$500 for each day beyond the time prescribed to start work at each home
$500 for each day beyond the time prescribed to complete work at each home
$1,000 for each day beyond the time prescribed to complete the project
LAWA suggests such provisions discourage contractors for bidding.
(Item 5 from LAWA's list) Goodwill Gift requirement (El Segundo's specification states
that the "contractor will deliver a goodwill gift, acceptable to the City and with a
minimum value of twenty -five dollars ($25) to tenant(s) or property owner(s) of any
home... for which work is not completed by the completion date identified in the
construction schedule. LAWA suggests such provisions discourage contractors for
bidding.)
Liquidated Damages only apply when Contractors do not fulfill their obligations under
the Contract, and should not be seen by confident, responsible contractors as a "potential
barrier" or "limiting factor" in bidding. Contractors who meet the specifications are not
subject to Liquidated Damages or requirement to provide a "Goodwill Gift" to property
owners when a contractor does not fulfill their obligations under the contract. As it is
impossible or impractical to determine all of the actual damages incurred by the City and
property owners (as well as homes occupants) when contractors fail to meet specified
contractual requirements, liquidated damages only specify amounts that help offset the
actual damages incurred.
Liquidated Damages are the only means the City has to offset damages caused by
contractors failing to meet its obligations under the contract. This section of the City's
specifications was discussed at great length with the City's Attorney's office prior to
being included in the specifications to ensure that such provisions are liquidated
damages, and not penalties, as penalties (as well as incentives for early completion) are
prohibited under FAA regulations.
2. (Item #6 from LAWA's list) Requirement to disconnect and reconnect existing Security
Systems at homes (El Segundo's specifications state that the "contractor must... maintain
the security at each home at the conclusion of each working day... [by] reconnecting
existing, operational security alarms systems that were disconnected during the
performance of work earlier in the day..." LAWA suggests that this requirement
discourages contractors from bidding the project.)
Changing the requirement as LAWA suggests would allow for a contractor to disconnect
a working security system on day one of construction and not reconnect the system until
more than a week later, leaving the home without the security system the property owner
or occupants are used to relying on. Changing the existing requirement would result in
lessened security for the home as well as increased liability for the contractor, and
123
potentially the City. Furthermore, City staff has not heard of any contractor expressing
that the existing requirement is, or has been, problematic, or even atypical of other RSI
programs.
(Item #9 from LAWA's list) Specified provisions regarding Hazardous Materials Testing
performed by contractors (El Segundo's specification states that the contractor must
perform work as if all materials listed in the in the specifications contain asbestos and /or
lead based paint. The specifications also state that the contractor must not attempt to
reduce or eliminate the remediation or abatement of such materials. LAWA suggests that
the requirements are risky for the contractor, and leads to excessive costs for the program
if such materials do not contain hazardous materials.)
The City's policy regarding testing and abatement of affected materials assumed to
contain hazardous materials has proven to be successful over the past ten (10) years, and
has resulted in program savings in the costs to complete designs for homes. The savings
in design costs more than outweigh any additional costs that might be incurred by
unnecessary remediation or abatement. Furthermore, random testing of a few materials at
a home by contractors does not assure the City, property owners, or occupants, that
hazardous materials are not present in untested materials disturbed by the contractor
during the performance of work. The existing policy is the best policy known to staff to
ensure the safety of the occupants of the homes, visitors to the home during construction,
and the individual workers of the contractor and their subcontractors. Within the past
two years, the City's consultant has informed staff that at least one other RSI Program
has adopted El Segundo's approach to hazardous material testing and abatement for these
reasons.
Summary
In conclusion, staff anticipates that the RSI Program will see construction at more than 200
homes in 2013, and will on track to treating as many homes as possible with money provided by
FAA and LAWA. At an anticipated funding rate of $5,000,000 annually from the FAA, and
$5,587,500 annually from LAWA, and an average cost of $50,000 per home (anticipating a
reduction from an approximate average of $56,000 per home), staff anticipates an average rate of
treating approximately 212 homes annually.
124
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding authorizing the recording of the Notice of
Completion and authorizing the City Manager to accept completion of work for 40 homes
related to the City's Residential Sound Insulation Program's Group 41 (Project No. RSI
11 -06). (Final Contract Amount: $1,465,966.36)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Clerk to file the City's Planning and Building Safety Director's
Notice of Completion in the County Recorder's Office;
2. Authorize the City Manager, or designee, to close out Project No. RSI 11 -06; and /or
3. Alternatively discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. List of homes included in Group 41
2. Planning and Building Safety Director's Notice of Completion
FISCAL IMPACT: Included in Adopted Budget
Amounts Budgeted: $1,609,553
Additional Appropriation: N/A
Account Number(s): 116 - 400 - 0000 -8960
ORIGINATED BY: James S. O'Neill, Program Manage
REVIEWED BY: Sam Lee, Director of Planning a i ilding Safety
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
This project is part of the City's Residential Sound Insulation (RSI) Program financed by federal
grants from the Federal Aviation Administration (FAA) and the settlement agreement with Los
Angeles World Airports (LAWA).
The RSI Program offers modifications to owners of qualifying residential property in the City of
El Segundo that reduce interior sound levels of noise generated by air traffic from neighboring
Los Angeles International Airport (LAX).
At its meeting on February 21, 2012 the City Council awarded a construction contract to Big
West Construction Corporation for construction at 40 homes, commonly referred to as Group 41
of the RSI Program.
The work has now been completed and the final contract amount is $1,465,966.36. 14
125
City Council is reminded that eighty percent ($0 %) of costs associated with the Residential
Sound insulation Program are covered by federal grant funding from the Federal Aviation
Administration (FAA ), This remains a funding source until those funds identified in the Grant
Implementation Plan to the City of Los Angeles are exhausted. Remaining expenses, except for
elective "Owner Upgrades" selected by property owners, are paid for by funding received as part
of the settlement agreement with LAWA.
126
Exhibit A
RSI Number Project Address
41.01
635 West Maple Avenue
41.02
940 Eucalyptus Drive
41.03
940 1/2 Eucalyptus Drive
41.04
942 Eucalyptus Drive
41.05
126 West Walnut Avenue
41.06
539 East Walnut Avenue, Unit A
41.07
1105 East Acacia Avenue
41.08
742 Hillcrest Street
41.09
333 East Walnut Avenue
41.10
1120 East Acacia Avenue
41.11
845 McCarthy Court
41.12
947 Cedar Street, Unit A
41.13
947 Cedar Street, Unit B
41.14
909 Cedar Street
41.15
817 Penn Street
41.16
817 1/2 Penn Street
41.17
818 Penn Street
41.18
126 West Oak Avenue
41.19
House omitted
41.20
1042 East Imperial Avenue, Unit 1
41.21
1042 East Imperial Avenue, Unit 2
41.22
1042 East Imperial Avenue, Unit 3
41.23
1042 East Imperial Avenue, Unit 4
41.24
1042 East Imperial Avenue, Unit 5
41.25
1042 East Imperial Avenue, Unit 6
41.26
318 West Imperial Avenue, Unit 1
41.27
318 West Imperial Avenue, Unit 2
41.28
318 West Imperial Avenue, Unit 3
41.29
318 West Imperial Avenue, Unit 4
41.30
318 West Imperial Avenue, Unit 5
41.31
640 East Imperial Avenue, Unit 1
41.32
640 East Imperial Avenue, Unit 2
41.33
640 East Imperial Avenue, Unit 3
41.34
640 East Imperial Avenue, Unit 4
41.35
640 East Imperial Avenue, Unit 5
41.36
640 East Imperial Avenue, Unit 6
41.37
640 East Imperial Avenue, Unit 7
41.38
640 East Imperial Avenue, Unit 8
41.39
640 East Imperial Avenue, Unit 9
41.40
640 East Imperial Avenue, Unit 10
41.41
640 East Imperial Avenue, Unit 11
127
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Residential Sound Insulation Program — Group 41
Project No.: RSI 11 -06
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
1. The undersigned is an officer of the owner of interest stated below in the property hereinafter described.
2. The project owner's name is: City of El Segundo
3. The full addresses of the project are: attached as Exhibit A and incorporated by reference
4. The nature of the interest of the owner is:
5. A work of improvement on the property hereinafter described was field reviewed by City representatives
on: see attached Exhibit A
6. The work done was: Residential Sound Insulation Program Improvements
7. On September 18, 2012, City Council of the City of El Segundo accepted the work of this contract as
being complete and directed the recording of this Notice of Completion in the Office of the County
Recorder.
8. The name of the Contractor for such work of improvement was: Big West Construction Corporation
9. The property on which said work of improvement was completed is in the City of El Segundo, County of
Los Angeles, State of California, and is described as follows: Private Residence(s) listed in Exhibit A
10. The street address of said properties are: set forth in Exhibit A
Dated:
Sam Lee
Planning and Building Safety Director
VERIFICATION
I, the undersigned, say: I am the Director of Planning and Building Safety of the City El Segundo, the
declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the
contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on at El Segundo, California.
Sam Lee
Planning and Building Safety Director
Notice of Completion
128
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding to amend the contract with Bucknam
Infrastructure Group, Inc. for expanded pavement condition survey services.
(Fiscal Impact: $9,375.00)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute an amendment, in a form approved by the
City Attorney, with Bucknam Infrastructure Group, Inc. to expand the scope of work,
extend the term, and increase the contract amount by $9,375.00 for expanded
pavement condition survey services.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Revised Fee Proposal
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $9,240.00
Additional Appropriation: N/A Funds available in Public Works Adopted Budget
Account Number(s): 001 - 400 - 4101 -6206 (Engineering: Consultant Services)
ORIGINATED BY: Stephanie Katsouleas, Public Works Director
REVIEWED BY: Stephanie Katsouleas, Public Works Directo
APPROVED BY: Greg Carpenter, City Manager TIP
BACKGROUND AND DISCUSSION:
Earlier this year, the City retained Bucknam Infrastructure Group, Inc. to assess the pavement
condition of El Segundo's 30 miles of major and minor arterial streets. This assessment is
required every three years in order for cities to remain eligible to receive Proposition C funding
for street improvements. A pavement condition survey provides a numeric assessment
(pavement management index or PMI) of the actual condition of city streets on a scale from 0-
100, with 100 being best. Cities strive to maintain streets with a PMI of 70 or higher.
While the City has triennial historical data for its major streets, it has no data at all for its 32
miles of local streets. However, such data would be extremely valuable to staff and City Council
in setting local street repairs priorities. Bucknam Infrastructure Group, Inc. has provided the
City a quote to conduct this additional assessment for an additional $9,375.00, which also
includes electronic GIS mapping of the results. Staff recommends that City Council approve an
additional $9,375.00 to expand the original scope of work to include conducting a pavement
management survey for the City's local streets and providing the data in GIS mapping format.
Funds are available from unspent funds in the FY 2011/12 Public Works adopted budget,
therefore an additional appropriation from the general fund is not needed. 1 5
Project Understanding / Scope of Work
Proposed Fee
z•
k :{
k
Task Items 1 through 4 can be accomplished on a time and materials not to exceed basis in
accordance with the standard hourly rate schedule attached. Our anticipated fee including labor
and reimbursable expenses is projected to be $18,615 for a three -month period. Should the City
desire to increase the service level above the hours outlined above for the Task items 1 through
4 or require other services not described herein, a fee adjustment would be negotiated and
mutually agreed upon by both parties. We have included our fee schedule below for the City
consideration.
Description
Principe!
Project
Assistant.
Field
Admen
Tata! by
Manager
Planner
Technician(s)
Task
1.2012 Base Fee
$250 /hr
$165 /hr
$125/hr
$80/hr
$75 /hr
Task 1
u
lProject implementation
task 1.1
Protect Kickoff _ _-
2
1
X5455
task 1 2
rask2
Project Status _Meetings Qua!ityCControl - -
fClientSatisfaction
I
-� 2
- -w_1
6
$935
'rack 2.1 _.
Project Deliverables _ .� ._ -
2
�.
2
_ _
-580
Task
IPr2 ctSchedule� �
w
Task 3.1
2
cask 4��v,5coe
�� _. ____..__...
of Wor1L _
�2
-
-
rask 41
Update Maintenance and RehabilitatLon Actyties
Task 4.2
Pavement Condition Survey (62 miles - Windshield _I
3
6
80
97 645
Task 4.3
alnteacne & CIP/ Budgetary Analysis
jM n
4
6613
Task 4.4
LACMTA Compliance Reports / Citywide CIP Report
! I
18
2
1
$3,545
Task 4.5
.............._
Map�mand GISate _ _-..._._.....__......_... ..._.__..._.........._...._..�_
3
i8
8
13
46�
_
Reimbursab_les(mile arirtin
....... ._....
350
Wl deliverables will become pl oftheCity El undo
_ro
LAll Tasks are negotiable
Total Hours per Staff
2012 Total Base Fee
1
37
32
97
2
j 23a
$ 6,205
$ 4,A00
$ 7,7fif1
$ 350
,18,615
Optional Tasks
_
Task5.1 Pavement Field& Software Trainin
Task 5.2 ;On Call Services Annual
{{
T&M
Task 5.3 Automated Di ital Roadwa imam 30 miles)
3 _i...._.. _..�,_.,Y_..._. g. C �...._,. � �(
I
TBD
i
Additional services outside ofthis contractwiil be negotiated with the City where vie will usethe Standard Hourly Rate Schedule
1 -12
130
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2012
AGENDA ITEM STATEMENT AGENDA HEADING: Council Member Atkinson
AGENDA DESCRIPTION:
Consideration and possible action regarding the recommendation to create an exploratory Task
Force to undergo an analysis of the existing fee schedule, pricing policies, and cost - recovery models
for the programs and services provided by the Department of Recreation and Parks.
(Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
Direct staff to initiate the creation of a Task Force for the above mentioned purpose;
2. Select two members of the City Council to participate in the Task Force;
3. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
PREPARED BY: Dave Atkinson, Council Member
REVIEWED BY: dA
APPROVED BY: Greg Carpenter, City Managero-
BACKGROUND & DISCUSSION:
In the wake of the current financial standing of the City of El Segundo, it is important that each
Department within the City ensure that prices for services are aligned with the City's priorities to
provide services at the appropriate price level while remaining fiscally prudent.
A comprehensive analysis has not been done within the Department of Recreation and Parks for several
years. The current facility rental fee schedule was adopted in 2003, while many general fund supported
programs have not had price adjustments since their inception. If the cost of doing business increases,
revenues should follow suit to continue proportionally to recover a predetermined amount of the costs
associated with the services and programs being provided, thereby yielding the need for periodic
assessment.
To this end, it is recommended that the Department of Recreation and Parks staff lead a Task Force
comprised of a selected group of representatives to analyze the current fee schedules, pricing policies,
and cost- recovery models. It is recommended that the Task Force include:
2 — City Council Members (Elected Officials)
2 — Recreation and Parks Commissioners (Appointed Officials)
16131
I — Recreation Superintendent (Staff)
1 — Recreation Supervisor (Staff)
I — Administrative Analyst (Staff)
Additionally, the Task. Force may call upon various staff and representatives during the process (i.e.
Park Maintenance Division, Finance Department, Community Cable, Golf Course, etc.) on an as- needed
basis.
Topics of discussion will include fees and pricing policies associated with any and all of the Department
of Recreation and Park's functions, including;
• Recreation. Class Fees
• Usage / Drop -In Fees
• Facility and Field Fee Schedule (hourly rates associated with various user categories)
• Facility and Field Reservation Permit Application Fees
• Special Event Permit Application Fees
• The Lakes at El Segundo Golf Course Fees
• Community Cable Fees
• 'Transportation Fares
Ultimately, the Task Force will determine if adjustments are necessary to make the prices and costs
more equitable for the customer and/or the City, The Task Force will present any recommendations to
the appropriate governing bodies for formal discussion and action when the analysis is complete.
132